We can also use a condition branch if we want to check different conditions.
The workflow steps editor provides the following options to perform different actions:
- Create Record: This option is used to create a new record
- Update Record: This option is used to update an existing record
- Assign Record: This option is used to assign a new owner; it could be a team or a user
- Send E-mail: This option is used to send e-mail notifications
- Start Child Workflow: Using this option, we can initiate a workflow that is configured to run as a child workflow
- Change Status: This option is used to change the status of Microsoft CRM records
- Stop Workflow: We can use this option if we want to stop workflow execution
We can also extend workflow steps by writing a custom workflow.
Now that we have a basic understanding of a workflow, let's create the workflow required for our application. We will create a workflow to generate tasks for a recruiter who is working on candidate records. We need to create the following workflows:
- Workflow to generate a phone call to get salary information from a candidate
- Workflow to generate tasks to arrange a technical panel and set an appointment
- Workflow to generate tasks based on different interview feedback
Use the following steps to create our workflows:
- Navigate to Configuration | Process Center | Process.
- Click on New to create a workflow.
- Fill the following information in the workflow properties:
- Process name:
Generate Phone Call to get Salary Details
- Entity: Candidate
- Category: Workflow
- Type: New blank process
- Set the following properties for the workflow:
- Scope: Organization
- Start when: Record is Created
- Add the Create Record step from Add Step.
- Set
Create Phone Call
as the Create Record step label. - Select the Phone Call entity from Create Dropdown and click on the Set Properties button.
- Fill the following information in the Task window:
- Subject:
Regarding Candidate hiring process
- Description:
Please contact candidate to get salary information, Please run "Get Candidate Information" dialog. Please make sure to ask for the availability of candidate for technical interview
- Click on the Owner field and select Candidate as the owner from the Look for: section under Dynamics Values from Form Assistant
- Set Candidate Mobile Number from Look for: under Dynamic values to Mobile Number
- Click on Save and Close to see the following form:
- Click on Activate to activate the process.
Use the following steps to create a workflow to generate tasks at different levels based on interview feedback:
- Navigate to Configuration | Process Center | Process and Select New to create a workflow.
- Fill the following information in the workflow properties:
- Process name:
Arrange Technical Panel and set appointment
- Entity: Candidate
- Category: Workflow
- Type: New blank process
- Set the following properties for the workflow:
- Scope: Organization
- Start when: Record field change
- Select the Promoted to PM Round, Promoted to HR Round, and Hired fields from the field selection window
- Add Check Condition steps.
- Configure Check Condition to check whether the value for the Promoted to PM Round field is Yes.
- Add the Create step to create tasks from the Add step list.
- Enter
Create task to arrange PM and schedule interview
in the Create label. - Select the Task entity from the Create dropdown and click on Set Properties.
- Fill the following information in the Task window:
- Subject:
Regarding Candidate hiring process
- Task Description:
Candidate is selected in technical round, Please arrange PM and schedule PM round
- Click on the Owner field and select the Candidate owner from the Look for: section under Dynamics Values from Form Assistant
- Click on Save and Close
We have added steps in our workflow to create a task for when a candidate is selected in the technical round. Now we need to add a condition in our workflow to check whether the PM round has been cleared; then, we need to create a task to set the HR round. Otherwise we need to set the status of the candidate to disqualify. Use the following steps to add a task for the HR round in the same workflow:
- Add the Conditional Branch step to check if Promoted to PM Round is equal to No.
- Add the Change Status step under Conditional Branch and set status to Disqualify.
- Add Check Condition step.
- Configure Check Condition to check whether the value of the Promoted to HR Round field is Yes.
- Add the Create step to create a task from the Add step list.
- Enter
Create task to arrange HR manager and schedule interview
in the Create label. - Select the Task entity from the Create dropdown and click on Set Properties.
- Fill the following information in the Task window:
- Subject:
Regarding Candidate hiring process
- Task Description:
Candidate cleared PM round, Please arrange HR manager and schedule HR round
- Click on the Owner field and select the Candidate owner from Form assistant | Dynamics Values | Look for:
- Click on Save and Close.
- Add the Conditional Branch step to check if Promoted to HR Round is equal to No.
- Add the Change Status step under Conditional Branch and set status to Disqualify.
Now we need to add a condition in our workflow to check whether the candidate is hired or not; if the candidate is hired, we need to add a task to prepare an offer letter for the candidate.
- Add the Check Condition step.
- Configure the Check Condition step to check whether the value of the Hired field is equal to Yes.
- Add the Create step to create a task from the Add step list.
- Enter
Create task to prepare Offer letter
in the Create label. - Select the Task entity from the Create dropdown and click on Set Properties.
- Fill the following information in the Task window:
- Subject:
Regarding Candidate hiring process
- Task Description:
Candidate clear HR round Please release offer letter
- Click on the Owner field and select Candidate HR Manager from Form assistant | Dynamics Values | Look for:
- Click on Save and Close.
- Add the Conditional Branch step to check if the Hired value is equal to No.
- Add the Change Status step under Conditional Branch and set the status to Disqualify.
- After adding all these steps, our stage should look like the following screenshot:
We need to activate the workflow by selecting Activate from the workflow toolbar.
Now our Employee Recruitment Management System is ready to use. We need to add a CRM user who will be using Microsoft CRM and need to assign an appropriate role to them.