Automatically Generate Documents with DocDrive365

   Words by CRM Consultancy

   on 17/04/2020 11:26:00

With DocDrive365 we have the ability to set any document template to automatically generate at opportune moments in our CRM processes, to minimise user input and ensure standard practice across a business.

Here, I will show you how to do this by utilising a few easy pieces of CRM workflow functionality.

Once we have created our document template in CRM, we can go to our solution and create a new workflow. Here we specify a name, choose the category ‘Workflow’ and choose our desired entity. In this case, we’re going to run this workflow as an on-demand workflow, so we untick the background workflow tick box. In the workflow creation screen, we will enable our workflow to be run as an on-demand process and as a child process, so that we can attach this to a business process flow later.

You then need to click ‘Add Step’ and scroll down to select the step called ‘YOURINSTANCE.Xrm.DocMan.Plugins’ then to select the option suffixed with ‘GenerateDocument’.

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You will then see the following screen where you specify the following:

RecordURL – this should always be the dynamic value of ‘Record URL(Dynamic)’ from your specified entity.

Template – Here you select the document template that you created earlier.

FileName – This is just an optional single line of text to describe the document you’re creating.

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Once you’ve filled in all these required fields, you can save, validate, and activate your workflow in your solution.

To test my workflow, I can go to any record of my specified entity ‘Case’, and click ‘Flow’ on the top ribbon, then select my new workflow. This generates my new document from the template into the DocMan panel on my case record.

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To take this a step further in automation, we can utilise a great function of CRM that sometimes gets overlooked. We are able to attach workflows to business process flows, to trigger either when a user enters or exits a specific stage.

To do this, open the business process flow to edit, and click ‘Add’ select ‘Add Workflow’ and then choose which stage you want to trigger the workflow on.

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You will then need to select your newly created workflow on the ‘Properties’ tab, and choose whether to trigger the workflow on stage entry or exit.

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After you’ve done this, save and update the business process flow, and you’re good to go!

To test this functionality, I can go to any case record at the start of the business process flow. When I move from the previous stage into my ‘Testing’ stage – I will see my new document automatically appear in my DocMan panel for the case record.

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