I would like to generate a "generic appointment" on our Corporate Calendar when an appointment is made in Microsoft CRM 4.0. I want to indicate certain fields about the appointment be included in the generic appointment.
This is our basic scenario:
When a user is in Outlook (we use CRM Outlook) and adds a new appointment to the calendar there is a new custom field that should be clicked "Track on Corporate Calendar" if they wish for the appointment to appear on the corporate calendar. If this field is checked then we would like an appointment to be created on the "Corporate Calendar" for the new appointment as well as remain on the Outlook calendar for the user. IF that appointment changes in any way or if that appointment is deleted we would like CRM to make the changes on both calendars and/or if a delete is performed on the appointment we would like it to delete the appointment on both calendars. (this is the part I can't figure out!--is this even possible in CRM?)
How do I insure that this generic appointment will get added to the "Corporate Calendar" and not any other calendar? Please be explicit on answer as I am trying to learn this application and finding it difficult at best to figure some of these pieces out, especially the workflow. Simple can not be too simple for me!!
Here is what I have figured out so far with the help of my other CRM friends:
Go to workflows and create a new workflow on the Appointment entity.
Set the workflow to Organization and leave the default, 'when record is created'.
Add a Check Condition step that checks the Appointment Owner.
If the Appointment Owner is the Corporate Calendar User, add a Stop Workflow step that cancels the Workflow.
(You need the above step because you don't want to create another Appointment for one you just created)
Add a Check Condition Step that checks the custom field
If the Custom Field is selected Add a Create Activity Step
Select Appointment as the type.
Set the properties of the Appointment based on what you need and make the owner of the Appointment the Corporate Calender User.
Also set the workflow to Run on Demand so that you can run it manually to test.
Save and Publish
This is our basic scenario:
When a user is in Outlook (we use CRM Outlook) and adds a new appointment to the calendar there is a new custom field that should be clicked "Track on Corporate Calendar" if they wish for the appointment to appear on the corporate calendar. If this field is checked then we would like an appointment to be created on the "Corporate Calendar" for the new appointment as well as remain on the Outlook calendar for the user. IF that appointment changes in any way or if that appointment is deleted we would like CRM to make the changes on both calendars and/or if a delete is performed on the appointment we would like it to delete the appointment on both calendars. (this is the part I can't figure out!--is this even possible in CRM?)
How do I insure that this generic appointment will get added to the "Corporate Calendar" and not any other calendar? Please be explicit on answer as I am trying to learn this application and finding it difficult at best to figure some of these pieces out, especially the workflow. Simple can not be too simple for me!!
Here is what I have figured out so far with the help of my other CRM friends:
Go to workflows and create a new workflow on the Appointment entity.
Set the workflow to Organization and leave the default, 'when record is created'.
Add a Check Condition step that checks the Appointment Owner.
If the Appointment Owner is the Corporate Calendar User, add a Stop Workflow step that cancels the Workflow.
(You need the above step because you don't want to create another Appointment for one you just created)
Add a Check Condition Step that checks the custom field
If the Custom Field is selected Add a Create Activity Step
Select Appointment as the type.
Set the properties of the Appointment based on what you need and make the owner of the Appointment the Corporate Calender User.
Also set the workflow to Run on Demand so that you can run it manually to test.
Save and Publish