CRM 4

Microsoft CRM Server

Microsoft Dynamics CRM is intended for small businesses, midsized companies, and large enterprises and part of the Microsoft ERP product stack offering. K2 integrates with the CRM server in the following ways:

• The CRM4 Event wizard this enables code-free integration with Microsoft Dynamics CRM
• At run time the Workflow interacts with the Microsoft Dynamics CRM automatically providing human to system and system to system automated task completion
• K2 CRM4 Event wizard is capable of the following tasks
• • Create Entity
  • Edit Entity
  • Delete Entity
• The K2 Event Template can be configured to:
• • Focus on a single entity to perform any one of the three key tasks at a time
  • Perform multiples of any one of the above tasks multiple times on multiple servers similar in concept to a batch job

Security Requirements

Ensure to take note of the following security requirements:

Example of CRM rights

Fig 1. System Administrator Role in CRM

Microsoft CRM Entity Usage

The following Microsoft CRM entities may be used with K2:

• Account
• Address
• Appointment
• Campaign
• Campaign Activity
• Campaign Response
• Case
• Competitor
• Contact
• Contract
• E-mail
• Facility/Equipment
• Fax
• Invoice
• Lead
• Letter
• Main Merge Template
• Marketing
• Opportunity
• Order
• Phone Call
• Product
• Quote
• Sales literature
• Service activity
• Task
• User
  

The Welcome page introduces the wizard and provides you with the choice between running the wizard in Standard Mode (Default) or Advanced Mode (Optional). Click Nextto proceed. K2 wizard buttons and controls are available for user throughout the duration of the wizard.

Advanced Mode versus Standard Mode

The CRM Event wizard can be configured in one of two ways:

1. Configure a CRM event or action that performs one action or event at a time and add the entity instances and data
2. Configure the entity wizard to create multiple entity instances as part of a single CRM Client Event.

The Event Name and Action page enables you to do the following:

Create Entity

The Create Entity option enables a K2 workflow to interact with an existing Microsoft Dynamics CRM server and create an instance of an entity (aka entity Item), such as an Account. The wizard, once connected to the CRM server, retrieves a list of entities that can be used.

CRM wizard - Create Entity
CRM server URL	The location of the Microsoft Dynamics CRM server. This URL should be validated by clicking the Test button
Test	Click this once the URL has been entered to verify that the CRM server is available. This action will also ping the server and refresh the contents of the Entity Name drop down when you next click on it.
Organization Name	Enter the name of the Organization as recorded within the CRM server. Although any name can be entered here, if the actual organization name is not entered, the ser page will be unable to retrieve Entity type or Name information.
Entity Name	The name of the entity that is available from within Microsoft CRM
Add Item to this Item Reference field	Optional User Setting: Enable the option to add a reference
Item Reference Field	Dependency: Enable the optional user setting Usage: Enables you to add a reference
Test	This button allows you to test the connection to the CRM server. Click on the Test button to test the CRM server connection. If successful the following message is displayed: If the test is unsuccessful check the CRM server's configuration

Create From Item Reference Field

This page is not in sequence and appears directly after the Event Name and Action page if you select it from the menu.

This option enables you to create the item reference name that points to an existing entity item on the CRM server.

Entity Item Reference Field
Item Reference Name	The item reference name is used refer to an existing entity item instance; i.e. the process must first either have created an entity item or have access to existing entity items. The reference is used to create a relationship with an existing entity instance, retrieve the data associated with the entity instance, and manipulate it's data.

Create Entity Attributes

Once you have established a connection with the designated CRM server and an entity item will be created, the entity items's attributes must be specified.

For you to complete this step in the wizard at least one attribute must be specified.

From the previous page, you selected to create an Account entity and shown below as an example of what would be required is the entity attributes typically associated with a CRM account.

A full discussion of all the entity names and entity attributes is beyond the scope of this topic. .

CRM Event wizard | Attributes
Assign	Clicking Assign when an Entity Name is selected loads the Supply a value for dialog as shown below. You can populate the field in two ways Enter the name Load the Object Browser and assign a process field to supply the name at runtime
Clear	Clears the values stored for the currently selected item
Clear All	Clears all the values stored for the current entity name

Supply a Value

When a wizard is used to perform a function and certain information is required for the wizard to perform its function, an input page is displayed requesting additional information. All the relevant input fields display as required. Provide the requested information and click OK.

Examples of these pages and the input type are displayed below:

Value	Input Type
	DateTime
	Picklist
	Boolean
	Default: Example - String/Integer/Float/UniqueIdentifier/Money

Update Entity

The Update Entity page enables you to identify an existing entity and update it.

Update Entity
CRM server URL	The URL identifying the location of the CRM server
Organization Name	The name of the Organization which exists with in the CRM server
Entity Name	The name of the Entity Account that already exists within the CRM server
Entity ID	Entity reference ID
Test	This button allows you to test the connection to the CRM server. Click on the Test button to test the CRM server connection. If successful the following message is displayed: If the test is unsuccessful check the CRM server's configuration

Update From Item Reference Field

This page is not in sequence and appears directly after the Event Name and Action page if selected from the listed menu.

This option enables you to update the Item Reference Name to an existing Entity Item Instance within CRM server.

Entity Item Reference Field
Item Reference Name	The item reference name is used refer to an existing entity item instance; i.e. the process must first either have created an entity item or have access to existing entity items. The reference is used to update the relationship with an existing entity instance, retrieve the data associated with the entity instance and manipulate it's data.

Update Entity Attributes

The Update Entity Attributes page enables automated changes to be made to an existing entity that has already been created within the CRM server. The requirement is to identify the Entity Name and then provide the values that the Client Event uses to overwrite the existing values.

For youto complete this step in the wizard at least one attribute must be specified.

From the previous page, you selected to create an Account Entity item and shown below as an example of what would be required is the Entity Attributes page listing attributes that would be normally associated with an Account.

 

CRM Event wizard | Attributes
Assign	Clicking Assign when an Entity Name is selected loads the Capture UI as shown below. The user can populate the Field in two ways Enter the name Load the Object Browser and assign a process field to supply the name at run time
Clear	Clears the values stored for the currently selected item
Clear All	Clears all the values stored for the current entity name

Supply a Value

When a wizard is used to perform a function and certain information is required for the wizard to perform its function, an input page is displayed requesting additional information. The relevant input fields required. To make use of these pages, provide the requested information and click OK.

Examples of these pages and the input type are displayed below:

Value	Input Type
	DateTime
	Picklist
	Boolean
	Default: Example - String/Integer/Float/UniqueIdentifier/Money

Delete Entity

Deleting entities is configured in much the same way as creating an entity, however deleting entities carries the following additional considerations:

• When deleting an entity item, it's the instance that is deleted, i.e. the wizard does not allow you to delete the entire entity
• There are no security checks when the Delete Entity wizard is used and the instance is deleted completely - i.e. the instance when lost cannot be recovered

The Delete Entity thread of the CRM wizard deletes a Entity instance and once deleted the instance cannot be recovered.

Delete CRM Entity wizard
CRM server URL	The location of the Microsoft Dynamics CRM server. This URL should be validated by clicking the Test button
Test	Click this once the URL has been entered to verify that the CRM server is available. This action will also ping the server and refresh the contents of the Entity Name drop down when you next click on it.
Organization Name	Enter the name of the Organization as recorded within the CRM server. Although any name can be entered here, if the actual organization name is not entered, the ser page will be unable to retrieve Entity type or Name information.
Entity Name	The name of the entity that is available from within Microsoft CRM
Entity ID	Relates to the Entity ID Reference that was created in the Create Entity ID
Test	This button allows you to test the connection to the CRM server. Click on the Test button to test the CRM server connection. If successful the following message is displayed: If the test is unsuccessful check the CRM server's configuration

Delete From Item Reference Field

This page is not in sequence and will appear directly after the Event Name and Action page if selected from the listed menu.

This option enables you to delete the Item Reference Name to an existing Entity Item Instance within CRM server.

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Entity Item Reference Field
Item Reference Name	The Item Reference Name is used refer to an existing entity item instance; i.e. the process must first either have created an entity item or have access to existing entity items. The reference is used to delete the relationship with an existing entity instance.

The Advanced wizard's pages are identical to the Default mode, with the exception that the configuration options are introduced to you and made available at different times during the progress of the wizard through the key stages of the wizard. As can be seen below, the three options are listed and available, but without the sub options as in the default mode.

For example, if you select the option to Create Entities, a list of Entities can be created. You add an entity item to create by clicking on the Add button and the Create Entity page is populated in the same way as the Default Mode. The user can add as many Entities to this list as required, which includes being able to connect to multiple Microsoft CRM servers and creating entities within multiple servers using the Advanced Mode of the CRM Event wizard.

The CRM Entity reference allows your to create a process reference to a CRM Entity item property. The CRM Settings page configures the CRM server URL, Organizational Name and CRM Entity Name to be referenced by the field.

CRM Attributes Screen

The CRM Attributes page allows the configuration of the referenced item data return filter

Assign a Value

To assign a value to a data item, click on the Assign button and enter the required value in the field, or use the ellipsis button to open the Context Browser and drag the variable containing the value onto the field.

Now that the CRM wizard is complete, the following page is displayed. There is nothing further to on this page; click Finish to complete the wizard.