Get CRM Entity Item Reference Step

Use the Get CRM Entity Item Reference step to create a reusable reference to an entity item. Use this step ahead of an Update or Delete CRM entity item step in your workflow. Use the Get CRM Entity Item Reference step in all applications where you need to Update or Delete a CRM entity.

Configure your CRM server during setup. Once setup is complete, most entity types from the CRM server can be used with K2. For more information, see Integration with your CRM Server.

Drag the Get CRM Entity Item Reference step from the CRM category, Favorites bar, or the Recent category onto the canvas.

Example of a Get CRM Entity Item Reference step in a workflow

  1. From the Toolbox click the CRM category, and then drag the Get CRM Entity Item Reference step onto the canvas.
  2. Select the added step and click the expand / collapse toggle to expand the Configuration Panel. You can also double click the step to expand the panel.
  3. Select the Get CRM Entity Item Reference tab. Use this tab to configure the properties.

    4. The table below explains the options available on this tab:

    Option Explanation How to Use
    CRM Entity - Find Entity Item

    Use this to select a CRM entity item to create the reference.

    Click the drop down menu and select Browse to browse to a specific entity.

    Click the edit button to make changes to the field.
    Filters

    The filter enables you to specify parameters and filters to return data.

    Use operators such as Equal, Not Equal, Starts With, Ends With, and Contains.

    Applying filters is optional. Parameters are sometimes required and depend on the SmartObject method.

    Click the Add Filter link to add filters.

    Select filter values from the drop-down menu.

    Click the operator button to select the operator.

    Click the Add button to add additional filter properties

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    To delete properties, select them and click the Trash bin.

    Use CRM Entity Item Later Use this to create a reference to the CRM entity item to use from other steps within the workflow.

    Click the Create link to create a reference.

    Click the Edit link to edit the reference name. If you edited the reference name and want to reset it, click the Reset Name link.
  4. From the drop down menu select Browse and navigate to the entity. This is a required field.
  5. Select the entity and click OK.

    6. For more information about the different browse states and errors, see the Browse State topic.

    For more information on how to use the breadcrumb bar, see the How to use the Breadcrumb topic.

  6. Select the entity, click the Add Filter link to specify parameters and filters.
    7. Applying filters is optional. Parameters depend on the SmartObject method and are sometimes required. The filter may have a positive impact on performance by limiting the number of records returned. When you create a filter, only records that match the filter criteria are returned.
  7. Select a property from the drop down menu. Select an operator to define the filter. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    8. For more information on how to use Smartfields see the Smartfield Composer topic. Added filters can be grouped together to form parameters. To group parameters, click the AND button.

  8. In the Filters section, click the Add button to add a property.
  9. To delete properties, select them and click the Trash bin.
  10. To create a reference click Create. Reuse this reference in the current step or from another step in your workflow.
  11. To edit the auto-generated reference title, click Edit.
  12. To locate the added reference, expand the Context Browser, select Fields and then expand the Reference section.
  13. With the step selected, select the Properties tab.

    14. The following table explains the options available in this section:

    OptionExplanationHow to Use
    Title / NameBy default, each step that is dragged onto the canvas contains a step title name. Change this title to suit your requirements.Enter value into the Title field.
    Reset linkUse the Reset link to reset any changes to the Title field to default. This is only available if the Title field has been customized.Click the Reset link to reset the Title field to default value.
    Show LabelThis option enables the step label to display on the canvas. The label is linked to the Title field.Check the check box to display step label on the canvas.
    DescriptionUse this field to add a detailed description for the selected step. This field allows you to add multiple lines of text.Add a value into the Description field.
    PriorityUse this field to select the priority level for the selected step. You can select between Low, Medium, or High priority.Select the value from the Priority drop-down menu.
    NotesUse this field to add additional notes for the selected step. You can use this field to add notes and other useful details to designers and architects on the specifics of the workflow. This field allows you to add multiple lines of text.Enter required value into the Notes field.
  14. Click the Errors tab.

    15. Different types of exceptions can occur on a step, such as:

    TypeDescription
    Known exceptionsAny SmartWizard or standard wizard that has Boolean options for handling known exceptions have these options displayed as check boxes in the Known exceptions section of the Exceptions tab.
    Unhandled exceptionsAny unknown runtime exceptions.

    The tab contains the following known exception:

    ExceptionExplanationHow to Use
    Continue on errorWhen this option is selected the workflow is not in an error state, but merely continues executing the next step.Check the check box to continue the workflow.

    The tab contains the following unhandled exception:

    ExceptionExplanationHow to Use
    Log ExceptionLogs the exception to the error log.Check the box to log the exception.

  15. Your changes are automatically saved.