Wednesday, April 27, 2011

MSCRM 4.0: Cleaning up Workflows in a Wait State

The first step in the process is to create an Advanced find view that returns all System Jobs where the Status Reason = Waiting, Waiting for Resources, Pausing, In Progress. Add the columns Error Code and Message to the result columns for additional information. Jobs can fail or be in a Wait state for one of the following reasons:

  • The system is not able to execute a Send E-mail step.

  • The entity record containing the e-mail address information did not have an e-mail address.

  • The user sending an email in the workflow is disabled.

  • The record used to populate the Regarding field of the e-mail is not a valid record for this use.

  • The record the workflow was trying to update was in a 'Read Only' state.

Workflows can be re-designed so that they check some of these conditions and and better handle some of the scenarios described above. Some improvements could include:

  • Adding a Check Condition step that checks to ensure the e-mail address field contains data before all Send E-mail steps.

  • Send a notification to an internal user if the e-mail address field of the record does not contain data. The notification instructs the user to update the record with the e-mail address and run the workflow again.

  • Add a Cancel Workflow step that follows the Send E-mail notification to the internal user.This ensures that the System Job is canceled when it is not able to complete and does not continue to run.

  • Put a check in the workflow that ensures that the user sending the email is enabled.

  • Ensure all Regarding fields of E-mails generated from the System were updated with valid record types: Contacts, Accounts, Leads, Opportunities, Quotes, etc. are all valid record types. The step will fail if you try set the Regarding field to another Activity type like E-mail, Service Activity, etc.

  • Add a Check Condition step that checks the record status to ensure it can be updated before the Update step.

  • Add a Cancel Workflow stepif the record is in a Read-Only state.

Just these few extra steps in your workflow will decrease the number of workflows in a “Wait” status and is a good practice to employ.


    Prabhu.G said...

    Really good.

    Richard C. Lambert said...

    Add the columns Error Code and Message to the result columns for additional information. Jobs can fail or be in a Wait state for one of the following reasons:

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