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Posts Tagged ‘Dynamic CRM’

Enhanced: FTP Server as Document Store for CRM4

Microsoft CRM can store files as annotation but is not a document management system at all. There are many ways to integrate CRM with Document Management Systems. My approach in this article is pretty much utilization of CRM as xRM. So this xRM based solution is built on top of powerful Dynamics CRM platform.

The idea behind this post is a cost effective way to create, persist, and distribute documents. Since document size can increase to GB’s so attaching documents as annotation is not a good idea and can clearly increase the size of database in days and degrade the system performance.

I am using FTP and FTPS protocol to manage documents. At CRM side i have created an entity representing document as a record and then associated this entity where ever required. So here is my entity.

I have document category and sub category (dependent picklist) to categorize and classify my document on FTP Server. I have a due date to trigger my document escalation/follow-up workflows. I have a status reason associated to a document (Draft/Approved/Pending/Rejected/On Hold/Reviewed). I have Upload and Download Button to save and retrieve document from FTP server. In the references section, I have the meta data attached to the document entity. The metadata could be a relationship to case/contact/account or any other custom entity. So in Case entity my document will appear as shown below:

I can instantly view the file without downloading it on local disk by just pressing download button and click open.

So now I can instantly Approve/Reject/On Hold/ Review in CRM by using ISV buttons depending on current user privileges.

I have a full log of actions on my document available with status, user performing action and dates.

I have a comprehensive log of correspondence on this document available as shown below:

I have configurable alerts regarding Pending document/document on hold or documents to be reviewed. They are available to me on daily/weekly/fortnightly/monthly etc. bases and they are right in my outlook with links to my document in CRM.

Also I can utilize these documents online in my customer portals (eService). My documents can be accessed online by using FTP/FTPs and utilized in various ways as below:

Support Portals

Online Product Catalogues

Online Newsletters

Online Product Notices

FTP Server as Document Store for CRM4

Microsoft CRM can store files as annotation but is not a document management system at all. There are many ways to integrate CRM with Document Management Systems. If you are looking for search within document, version control, and publishing workflow then this post is not for you.

The idea behind this post is to utilize CRM structural relationship model and build a Document Store to process documents and also a cost effective way create, persist, and distribute document. Since document size can increase to GB’s so attaching documents as annotation is not a good idea and can clearly increase the size of database in days.

I am using FTP and FTPS protocol to manage documents. At CRM side i have created an entity representing document as a record and then associated this entity where ever required. So here is my entity.\

 I have document category and sub category (dependent picklist) to categorize and classify my document on FTP Server. I have Upload and Download Button to save and retrieve document from FTP server. In the references section, I have the meta data attached to the document entity. The metadata could be a relationship to case/contact/account or any other custom entity. So in Case entity my document will appear as shown below:

 

So now I can apply approval workflows in CRM whenever a new document is created.

 

Also I can utilize these documents online in my customer portals (eService). My documents can be accessed online by using FTP and utilized in various ways as shown below:

Auto Complete Recursive/Waiting Workflows – Microsoft CRM 4

Microsoft Dynamics CRM provides very powerful workflow designer tools to create workflows for various business scenarios. Waiting workflows are one of them. Very often, it is required to create waiting workflow on dates. So if a date is changed the waiting workflow remains in waiting state and date change executes another waiting workflow. So this aggregation of workflows affects CRM Server performance and application functionality.

Recently I have created a custom workflow activity to kill these waiting workflows in a recursive workflow. So I would like to share my experience with all of you.

I am in a condition to create a waiting workflow to reschedule my activity periodically i.e. recurring appointments, Auto Reorder (Sales Order) etc. My workflow is fired on Create of activity/Order and on change of Next Due date/Next Order Date. So if the user has changed Next Due Date or Next Order Date, the workflows in waiting remains in waiting and also a new Waiting workflow is fired. My aim is to kill the existing workflow as it is invalid now and start a new waiting workflow with updated information.

My workflow name is Auto Reschedule Activity. Here is the description of my workflow:

Start:
                Wait for Next Due Date == Today
                                Reschedule Activity Accordingly
                                Recursive Call: Auto Reschedule Activity
End

What i am looking for is:

Start:
                Check if there is an existing workflow with same Workflow ID, Entity ID and in Waiting State.
                                Then Kill that workflow.
                Wait for Next Due Date == Today
                                Reschedule Activity Accordingly
                                Recursive Call: Auto Reschedule Activity
End

So I started with a custom Activity to fetch workflows in waiting state with same name and regardingobjectid:

I created a query object in my custom workflow activity:

QueryExpression query = new QueryExpression();
query.EntityName = “asyncoperation”;
 query.ColumnSet = cols;

And created 3 conditions as below:

ConditionExpression c1 = new ConditionExpression();
c1.AttributeName = “name”;
c1.Operator = ConditionOperator.Equal;
c1.Values = new Object[] {‘My workflow Name’}; //Workflow
ConditionExpression c2 = new ConditionExpression();
C2.AttributeName = “statecode”;
C2.Operator = ConditionOperator.Equal;
C2.Values = new Object[] {1}; //Waiting
ConditionExpression c3 = new ConditionExpression();
C3.AttributeName = “regadingobjectid”;
C3.Operator = ConditionOperator.Equal;
C3.Values = new Object[] {context. PrimaryEntityId}; //Waiting

So now I have all the waiting workflows regarding my activity. Ideally there will be only one workflow in waiting state all the time. This workflow will be responsible for rescheduling.

So now is the time to kill the outdated workflow. So here is the code for setting that workflow complete/cancelled.

foreach (BusinessEntity be in bec.BusinessEntities)
{
                    asyncoperation async = (asyncoperation)be;
                    async.statecode = new AsyncOperationStateInfo();
                    async.statecode.Value = AsyncOperationState.Completed;
                    service.Update(async);
}

You can improve this workflow utility to add lot more functionality to workflow designer.

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