Upon creating a workflow in Microsoft Dynamics CRM 2011 you will need to determine how it will be executed and how that process will begin. In other words, you need to define an event to trigger your workflow. You are given multiple options (shown below) to initiate the workflow automatically. (Please see my previous article “Creating Workflows in Microsoft Dynamics CRM 2011” for 6 easy steps to get you started with this dynamic tool.)
Most of these options are very straight forward. One trigger event that can be confusing is the ‘Record status changes’ option. Selecting this option will only change the status (state) on a certain entity, but not the status reason. For example, on the lead entity, you are able to trigger from the change of the status values: Open, Qualified, and Disqualified, and not the changing of status reasons: New, Contacted, Qualified, Lost, Cannot Contact, No Longer Interested, or Canceled. Also when choosing the ‘Record fields change’ trigger use caution when choosing one or multiple attributes to monitor.
Updating records is a very common occurrence and should be considered accordingly to avoid excess strain on your system when using this option to trigger a workflow.
In addition to automatic triggers, you can also have your workflow available to run as an on-demand process or as a child workflow.
Running your workflow as an on-demand process enables the user to start the process manually. This can be executed on a single record or multiple records. Choosing to run your workflow as a child process enables the workflow creator or process designers to use this workflow as a child process in other workflows.
Use these different execution options as a single trigger or a combination depending on how design you process. Learn how to create a workflow process inside Microsoft Dynamics CRM 2011 by reading about Workflows, Dialogs, and the differences between them.
Watch this short video to learn how to create workflows in Microsoft Dynamics CRM 2011: