When creating a workflow in Microsoft Dynamics CRM 2011 it is important to establish the scope of your process to refine the specific records it will affect. (Please see my previous article “Creating Workflows in Microsoft Dynamics CRM 2011” for 6 easy steps to get you started with this dynamic tool.) There are four options provided to define your scope:
- Business Unit
- Parent: Child Business Units
Much like security access levels Microsoft Dynamics CRM provides for users, the scope allows for constraints on the records to be affected by the process. Workflow scope will execute primary to the user’s security rights and secondary to the workflow scope. In other words, scope of a workflow will not alleviate the user security rights, but only create additional restrictions on the records affected.
By selecting User as the scope, only the records owned by the current user are affected by the process even if the user has organizational-level access rights. By selecting Business Unit as the scope, the workflow will only execute for the user’s Business unit. Selecting Parent: Child Business Units as the scope will execute on records in the user’s business unit and records with ownership in a child business unit of the user’s business unit. Finally, by selecting Organization as the scope, the workflow will execute on any record in the organization secondary to the user’s security rights.
Watch this short video to learn how to create workflows in Microsoft Dynamics CRM 2011: