Workflow Executor

The Workflow Executor for CRM2011, CRM2013, CRM2015, CRM2016 and CRM2016 Update 1

On-demand workflow can be a powerful tool in Microsoft Dynamics CRM to in order to perform data cleansing / fixing exercises. However, the user interface limits the execution to 250 records at a time. This can be laborious for the administrator. Other solutions out there also have their drawbacks. Using an Outlook view that contains several thousand records will cause Outlook to hang and there's no option to monitor progress or pause/cancel. Other free tools are in the public domain but do not offer the same features as the Workflow Executor by Gap Consulting, especially now that the tool can bulk cancel or resume waiting workflow system jobs.

Our tool allows for the execution of on-demand workflows against an entire view of records (system views or personal views), the user can monitor their progress via the calls and responses bars (calls are workflows pumped in to CRM and responses are system jobs executed), throttle the number of calls per minute to limit business impact on the Asynchronous processing service and pause/cancel if things don't go to plan. With the latest release the execution mode can be switched to 'cancel/resume' giving the ability to select a system job view and cancel or resume the entire result set. Read the accompanying blog article for more information.

This is a managed solution that does not require any external installation or configuration. Simply import the solution and publish all.

The CRM2011 version can be triggered from a button in the ribbon when navigating to Settings > Customization > Solutions

 

The CRM2013 version can be triggered from a button above the command bar when navigating to Settings > Solutions

 

 

 

The CRM2015 and CRM2016 versions are also triggered from a button above the command bar when navigating to Settings > Solutions but trigger a version that is written in HTML5 as opposed to Silverlight. This version also has the enhancement of executing system jobs in the sort order used by the chosen view.





 

 

 

Installation

Prerequisites

On-Premise or Partner Hosted

You must have the following prerequisites installed before installing the Workflow Executor for Microsoft Dynamics CRM On-Premise or Partner Hosted;

  • A fully working installation of Microsoft Dynamics CRM 2011, CRM 2013, CRM2015, CRM2016 or CRM2016 Update 1.
  • Microsoft Silverlight installed in your web browser (CRM2011 and CRM2013 versions only).
  • The asynchronous processing service must be operational.
  • A System Administrator security role for your Organisation.

CRM Online

You must have the following prerequisites installed before installing the Workflow Executor;

  • An active Microsoft Dynamics CRM Online subscription.
  • A System Administrator security role for your organisation

Installation Steps

Please use these steps to install The Workflow Executor;

  1. Navigate to Settings > Solutions, and import the Workflow Executor solution
    Note: During import ensure you select the Activate Processes tick box
  2. Once imported, click on Publish All Customizations.  Refresh your browser.

Upgrade Steps

If upgrading between the CRM2013 and later versions, be sure to uninstall the old version prior to installing the CRM2015 or above version.

Uninstall Steps;

To remove Workflow Executor, please perform the following; 

  • Navigate to the Solution area in Settings. 
  • Click on Workflow Executor, click delete, and follow the instructions.

Execution

The Gap Consulting Workflow Executor Solution can be used against any entity that has an 'On Demand' triggered workflow process configured against it.

Creating a new Workflow Executor Execution

To create a new Workflow Executor execution following these steps;

  • Click on the 'Workflow Executor' ribbon button
  • Select an entity
  • Select a workflow (only on-demand workflows will appear)
  • Select a view (system or personal views can be used)
  • Choose a record throttle (optional)
  • Click 'Start'

Security

By default, only users with the system administrator security role can see the workflow executor ribbon button. This can be amended by navigating to Settings > Interfaces > Bulk Workflow Execution and amend the 'Security Roles' interface parameter.

Caution;

Executing high volumes of workflow can have a detrimental impact on system performance - use throttling and be mindful of end user processing impact.

Microsoft limit the execution of workflows in the user interface for a reason. Executing thousands of workflows in quick succession will impact the speed at which other workflows that are not part of the execution can be processed. Depending on your infrastructure, executing a million workflows could take several hours or maybe days to execute.

With this in mind, please be mindful of the business impact and run large executions outside of business hours. The throttling feature can help to alleviate this but pay careful consideration to the number of records per minute that can be safely executed without having a detrimental impact on business operations. Gap Consulting accepts no liability for loss or damage caused by the large scale execution of workflows that this tool enables.

How to enable logging

Workflow Executor for Microsoft Dynamics CRM provides two levels of runtime logging, Event Logging and Trace Logging.  Please note, for Live operation logging should always be disabled.

If you need to enable logging for Workflow Executor perform the following steps;

  1. Navigate to Settlings > Interfaces
  2. Open the Workflow Executor interface (or the interface required)
  3. In the Interface Options & Parameters section click to enable the logging type required, save and close.
  4. Run Workflow Executor 
  5. Open the interface record again.  You should now see a new Interface Job record.  Double click to open the Interface Job Record for detailing logging information.

Support

The Workflow Executor for Microsoft Dynamics CRM is a free product and as such, no support is provided. If you find a bug, drop us an email at

 

 

"Gap Consulting’s CRM knowledge and capability is A1. We’ve always been able to get the support and answers that we’ve sought"
Martin Ferry, Head of Development, Youth Business Scotland, The Prince’s Trust