Q. How to automate birthday emails in Power Automate with Sharepoint List?
Follow the below video to see how the automation is done in power automate:
Here are the steps involved in automating employee birthday emails using Power Automate, and SharePoint. (Snapshots will be posted soon)
Prepare the SharePoint list: Create a SharePoint list containing employee details such as first name, last name, birthday, and email. Set the permissions to make the list private or public, depending on your requirements.
Create a scheduled cloud flow: In Power Automate, create a scheduled cloud flow called "birthday email" that will run every day at a specified time, such as 10 am.
Convert time zones: Set the start time of the flow in Eastern Standard Time (EST) by converting it from UTC. This ensures the flow runs at the desired time in the desired time zone.
Retrieve the current date: Use the "Compose" action in Power Automate to retrieve the current date in UTC format.
Convert UTC date to the desired format: Modify the compose statement to convert the UTC date to Eastern Time and format it as month and day. This ensures it aligns with the format needed for comparison with employee birthdays.
Get items from SharePoint list: Use the "Get items" action in Power Automate to retrieve all rows of data from the SharePoint list that contains employee details.
Compare dates: Set up a condition in Power Automate to compare the birthday dates from the SharePoint list with the current date. This condition is applied to each item in the retrieved data.
Format the SharePoint date: Format the SharePoint date using the "FormatDateTime" function to match the month and day format without the year. This ensures accurate comparison with the current date.
Send birthday emails: If the condition is true (an employee's birthday matches the current date), use the "Send an email" action to send a personalized birthday email to the employee's email address. Include a birthday greeting, the employee's first name, and a closing message from management.
No action if the condition is false: If the condition is false (no employee has a birthday on the current date), no email is sent.
Optional troubleshooting step: Add a compose statement to display the output of the condition expression for troubleshooting purposes.
Save and test the flow: Save the flow and manually test its functionality to ensure it runs as expected.
By following these steps, you can automate the process of sending birthday emails to employees using SharePoint and Power Automate.
Q. How to move Word Document Templates in Dynamics 365: XrmToolBox
In this blog/video, I'll cover how to move Word document templates from one environment to another via XrmToolBox in Dynamics 365
Pre-requisite- 1. Existing Document Templates Required - Learn low to create them here- here 2. XrmToolBox Installation Required - Click herefor Details, Features, and Installation
Word templates introduction Microsoft Word makes it easy to create nice-looking documents for your Dynamics 365 data. You can create templates with a consistent design and style, and share them with others. This means that all the documents you send to customers will have the same professional appearance that represents your organization. When you're ready to generate a document, you can do it with a single click, and the information from Dynamics 365 will automatically fill in the right places in the document.
XrmToolBox introduction XrmToolBox is a popular tool used in Dynamics 365 for various purposes like- customizations, data management, and administration tasks. Basically, it provides a collection of tools and plugins that can make our Dynamics 365 work easier and more efficient. We can perform activities like fetch XML queries, plugin development, data import/export, schema customization, and more, all within a user-friendly interface. It has more than 334 tools so far which makes our work tasks easier and less time-consuming For all Dynamics 365 professionals- It can be considered as a valuable resource to enhance their productivity and efficiency in working with the platform.
To upload a document template in Dynamics 365 via XrmToolBox, you can follow these steps:
Install XrmToolBox: If you haven't already, download and install XrmToolBox from the official website. Follow this blog here
Connect to Dynamics 365: Launch XrmToolBox and connect to your Dynamics 365 organization by selecting the appropriate connection in the "Connect" panel. Click on the "Connect" button and provide the necessary details such as the CRM URL, username, and password.
Note-check the checkbox for displaying the list of available organizations. By selecting this option, you will be able to choose an environment from your CRM instance.
Connect to Organization: In the Document Template Manager window, click on the "Connect" button to establish a connection with your Dynamics 365 organization.
Open Document Template Manager: Once connected to XrmToolBox, click on the "Tools Library" button in the toolbar. In the Tools Library window, search for "Document Template Manager" and install the plugin by clicking on the "Install" button.
Load Document Templates: After the installation, go back to the main XrmToolBox window and locate the "Document Template Manager" under the tools tab. Click on it to see all the tools and scroll down to find Document Template Manager.
Load Templates: Once connected, click on the "Load Templates" button. This action will retrieve the list of existing document templates from your Dynamics 365 organization.
Upload Template: To upload a new document template, click on the "Upload Template" button in the Document Template Manager window.
Select Template File: In the file selection dialog, browse and choose the document template file you want to upload. The template file should be in the appropriate format supported by Dynamics 365 (e.g., Word or Excel).
Upload Template: Once you have clicked on the "Open" button, a confirmation message will appear indicating the success of the upload process. If the template is uploaded then it will be shown under "create template" otherwise it will be shown under ignore template. Click "OK" to close the confirmation dialog.
Verify Uploaded Template in XrmToolBox: The newly uploaded document template should now be displayed in the Document Template Manager window. You can verify the template by selecting it from the list.
Verify Uploaded Template in Dynamics 365: The newly uploaded document template should now be displayed in the Document Template.
Test the Uploaded Template: Go to the CRM> Open any contact> Click on the 3 dot option on the command bar and then click on word templates. Your uploaded template should be visible under Word Templates >Click on the file to download.
Check the fields: The file will be exported to Word with all the contact details mapped into the Word document. Download the file, And open it.
The file will be exported to Word with all the contact details mapped into the Word document. Download the file, And open it.
That's it! By following these steps, you should be able to upload a document template in Dynamics 365 using XrmToolBox.
XrmToolBox is a popular tool used in Dynamics 365 for various purposes like- customizations, data management, and administration tasks. Basically, it provides a collection of tools and plugins that can make our Dynamics 365 work easier and more efficient. We can perform activities like fetch XML queries, plugin development, data import/export, schema customization, and more, all within a user-friendly interface. It has more than 334 tools so far which makes our work tasks easier and less time-consuming For all Dynamics 365 professionals- It can be considered as a valuable resource to enhance their productivity and efficiency in working with the platform.
This list shows all 334 tools available for XrmToolBox click here
Features/ Advantages
XrmToolBox has many great features and advantages. While I can only mention a few, here are some key benefits:
Wide Range of Tools: Provides many tools 334 tools for managing data, customizing solutions, and handling workflows.
User-Friendly Interface: Simple and easy to use interface.
Plugin Store: XrmToolBox has a built-in Plugin Store where you can browse and install various tools and plugins developed by the Dynamics 365 community. These plugins extend the functionality of XrmToolBox and provide additional capabilities for different tasks.
Bulk Data Operations: Makes it easy to handle large amounts of data, including importing, exporting, updating, and deleting.
Solution Management: You can use XrmToolBox to import and export solutions in Dynamics 365. This is useful for transferring customizations, configurations, and data between different environments.
Querying and Data Analysis: Tools for retrieving and analyzing data using FetchXML.
Extensibility: Very flexible and customizable with a plugin-based structure.
Security Management: You can manage security roles and permissions in Dynamics 365. You can create, modify, and assign security roles to users and teams, define privileges, and configure access levels.
Workflow and Process Automation: Tools for automating business processes and managing workflows.
Community Support: Active community of users and developers offering plugins, support, and knowledge sharing.
These are just a few examples of what XrmToolBox can do. It's a versatile tool that's popular in the Dynamics 365 community because it offers a wide range of features. It simplifies and improves tasks related to customization, administration, and development in Dynamics 365.
Step 2. - We need to unlock the zip file first and then extract it.
To unlock and extract the zip file, right-click on the file, select "Properties," check the "Unblock" checkbox, and click "OK."
Step 3. - After extracting the XrmToolBox zip file, open the folder and navigate to find multiple DLL files and other files. Scroll down until you locate the XrmToolBox application, then double-click on it to launch the XrmToolBox.
Step 4. - When you open the application, you will be greeted with an interface displaying various options such as "Connect," "Tools," and "Library." On the left side, you will find a list of recently used tools visible if you have previously connected to XrmToolBox and utilized any tools. On the right side, you will find options for accessing documentation and quick actions. If you wish to gain insights from a user's perspective, selecting the respective option will direct you to the relevant website.
Step 5. - In the "Tools" section- you will find a collection of all the tools you have downloaded or installed in your XrmToolbox.
Step 6. - In the "Tools Library" section- you can access a comprehensive list of available tools. If you wish to download and install any specific tool, simply select it, and once installed, it will appear under the "Tools" section.
Step 7. - Now, let's establish a connection with the Dynamics 365 environment. Click on the "Connect" button, then select "New Connection." Here, you will find various methods available for establishing the connection.
Step 8. - For the connection, I will choose the Microsoft Login Control method. (If you scroll down, you can explore detailed information about all six available connection methods.)
Step 9. - Select the "Use default Configuration" option and click on Open Microsoft Login Control
Step 10. - Here, you have two options: you can either log in through the on-premise version or the CRM online version. If you are using CRM online, select "Office 365" and then check the checkbox for displaying the list of available organizations. By selecting this option, you will be able to choose an environment from your CRM instance.
Step 11. - Select your environment and click on the Login button
Step 12. - Give the connection Name and click on Finish.
Step 13. - Connection with Dynamics 365 environment is successfully established.
At the bottom left, you can easily identify the environment to which you are currently connected, and all the logged-in connections will be visible here. You can select the desired action, such as editing or deleting, for the available connections.
Step 14. - Next, let's download and install a tool called FetchXML Builder and perform some actions.
Click on the "Tools Library" button, then type "XML" in the search box. Select the FetchXML Builder application from the results and click on "Install."
Step 15. - After the installation is complete, a green checkmark should appear. Click on "Close."
Step 16. - Now, the downloaded FetchXML Builder tool will be available under the "Tools" section. Scroll down to locate your tools, and you will find FetchXML Builder listed there. Double-click on that to open.
Step 17. - In the FetchXML Builder tool, you can generate XML queries for a specific entity.
Click on the entity dropdown and select your desired entity. Afterward, click on the "Execute" button, and the resulting report will be visible under the "Result View."
Step 18. - To view the queries, click "View" and select "FetchXML." The queries will be displayed below.
Step 19. - You can add additional filters and conditions to create more complex queries. Right-click on the "Contact" entity, go to "Add," and then click on "Attribute" to specify the fields you want to include in the query or display.
Step 20. - Once you have made your selections, click on the "Execute" button, and you can click on "FetchXML" to view the updated queries.
Connection
There are different ways to connect to Dynamics 365, such as Microsoft Login Tool, Connection String, Client ID, connection wizard, certificate, MFA To learn about connecting through all six methods, please refer to the blog attached here Different ways to connect to XrmToolBox are:
Microsoft Login Tool: Authenticate using Microsoft credentials.
Connection String: Connect using a specified string of connection parameters.
Client ID: Authenticate using an Azure Active Directory (AAD) application Client ID.
Connection Wizard: Guided step-by-step setup for selecting connection type and details.
Certificate: Connect using a certificate installed in the environment.
Multi-Factor Authentication (MFA): Support for additional security verification during connection
Five of the most useful tools in XrmToolBox:
FetchXML Builder: This tool allows you to create, test, and execute FetchXML queries against your Dynamics 365 or Power Platform data. It provides a visual interface for constructing queries, making it easier to retrieve specific data sets.
Plugin Registration: The Plugin Registration tool allows you to manage and deploy custom plugins in your Dynamics 365 or Power Platform environment. You can register, update, or delete plugins, as well as configure their execution pipeline.
Metadata Browser: The Metadata Browser provides a comprehensive view of the metadata in your Dynamics 365 or Power Platform instance. It allows you to explore and analyze the structure of entities, attributes, relationships, and other metadata components.
Solution Components Mover: This tool enables you to easily move components between different solutions in your Dynamics 365 or Power Platform environment. It simplifies the process of managing and organizing solution components, making it more efficient to deploy changes across environments.
SiteMap Editor: The SiteMap Editor tool allows you to customize the navigation menu in your Dynamics 365 or Power Platform instance. You can add, remove, or modify areas, groups, and subareas in the sitemap to tailor the navigation experience for users.
Conclusion
XrmToolBox is a popular and highly valuable tool in the Dynamics 365 community, offering a wide range of features and advantages. It simplifies tasks related to customization, data management, and administration in Dynamics 365. With over 334 tools available, it provides a user-friendly interface and supports activities like data import/export, schema customization, plugin development, and fetch XML queries. The tool's advantages include a wide range of tools, a built-in Plugin Store, bulk data operations, solution management, querying and data analysis, extensibility, security management, workflow and process automation, and active community support. XrmToolBox can be easily downloaded and installed from their website, and it offers various methods of connecting to organizations. It allows for the installation of useful plugins and provides additional features like an open environment, impersonation, and filtering tools. The documentation section provides resources for developers. Overall, XrmToolBox is an indispensable tool for enhancing productivity and efficiency in Dynamics 365.
Follow below video for XrmToolBox: Overview, Installation, Features, and FetchXML Tool in Dynamics 365
XrmToolBox is a popular tool used in Dynamics 365 for various purposes like- customizations, data management, and administration tasks. Basically, it provides a collection of tools and plugins that can make our Dynamics 365 work easier and more efficient. We can perform activities like fetch XML queries, plugin development, data import/export, schema customization, and more, all within a user-friendly interface. It has more than 334 tools so far which makes our work tasks easier and less time-consuming For all Dynamics 365 professionals- It can be considered as a valuable resource to enhance their productivity and efficiency in working with the platform.
There are different ways to connect to Dynamics 365, such as Microsoft Login Tool, Connection String, Client ID, connection wizard, certificate, MFA
Different ways to connect to XrmToolBox are explained below:
1. Microsoft Login Tool: This method allows you to connect to XrmToolBox using the Microsoft authentication process. When you select this option, you will be prompted to provide your Microsoft credentials (username and password) to establish a connection to your Dynamics 365 or Power Platform environment.
2. Connection String: XrmToolBox supports connecting via a connection string. A connection string is a string of parameters that specifies the connection details, such as the URL, authentication method, and credentials. By providing a valid connection string, you can establish a connection to your environment directly.
3. Client ID: This method involves using a Client ID (also known as an Application ID) to authenticate and connect to Dynamics 365 or Power Platform environments. Instead of relying on user credentials, you create and register an application in Azure Active Directory (AAD) and obtain a Client ID. Using this Client ID, you can authenticate and connect to your environment.
4. Connection Wizard: The Connection Wizard in XrmToolBox provides a step-by-step process to guide you through the connection setup. It allows you to select the connection type (such as OAuth, Office 365, or On-Premises), specify the necessary connection details, and establish the connection.
5. Certificate: XrmToolBox also supports connecting using a certificate. This method involves creating and installing a certificate in your environment, and then providing the certificate details (thumbprint, store location, etc.) in XrmToolBox to establish a secure connection.
6. Multi-Factor Authentication (MFA): XrmToolBox is compatible with Multi-Factor Authentication, which adds an extra layer of security to your connection. If your Dynamics 365 or Power Platform environment requires MFA, you can configure XrmToolBox to prompt for additional verification during the connection process.
Here are detailed steps for each of the six different ways to connect to XrmToolBox:
Microsoft Login Tool:
a. Launch XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. From the dropdown menu, select "Microsoft Login Tool".
d. A browser window will open, displaying the Microsoft login page.
e. Enter your Microsoft credentials (email and password) and sign in.
f. Grant the necessary permissions to XrmToolBox if prompted.
g. Once authenticated, the browser window will close, and XrmToolBox will be connected to your organization.
Connection String:
a. Open XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. Select "Connection String" from the dropdown menu.
d. In the "Connection String" dialog box, enter the required connection details such as server URL, authentication type, username, and password.
e. Click on the "Connect" button to establish the connection.
Client ID:
a. Launch XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. From the dropdown menu, choose "Client ID".
d. In the "Client ID" dialog box, enter the Azure Active Directory (AAD) application Client ID.
e. If required, provide additional authentication details such as username and password.
f. Click on the "Connect" button to establish the connection.
Connection Wizard:
a. Open XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. Select "Connection Wizard" from the dropdown menu.
d. Follow the steps in the Connection Wizard dialog box.
e. Choose the desired connection type, such as "Online", "On-Premises", or "Office 365".
f. Enter the necessary connection details, including server URL, authentication type, and credentials.
g. Click on the "Connect" button to establish the connection.
Certificate:
a. Launch XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. From the dropdown menu, choose "Certificate".
d. Select the appropriate certificate from the available list or click on the "Browse" button to locate the certificate file.
e. If prompted, enter any additional authentication details.
f. Click on the "Connect" button to establish the connection using the selected certificate.
MFA (Multi-Factor Authentication):
a. Open XrmToolBox.
b. Click on the "Connect" button in the toolbar.
c. Select "MFA" from the dropdown menu.
d. Enter your username and password in the provided fields.
e. If Multi-Factor Authentication is enabled for your account, follow the prompts to complete the additional verification steps, such as entering a code sent to your mobile device.
f. Once the MFA process is completed, XrmToolBox will be connected to your organization.
These detailed steps should guide you through the process of connecting to XrmToolBox using each of the available methods.
Q. How to create Word / Document Templates in Dynamics 365 | Power platform?
In this blog/video, we are going to see how to create a Word or document template in Dynamics 365
Email Templates in Dynamics 365 link here Microsoft Word makes it easy to create nice-looking documents for your Dynamics 365 data. You can create templates with a consistent design and style, and share them with others. This means that all the documents you send to customers will have the same professional appearance that represents your organization. When you're ready to generate a document, you can do it with a single click, and the information from Dynamics 365 will automatically fill in the right places in the document.
With Word templates, you can easily create and share your template with others, so all the documents that go out to your customers have a consistent look that matches your organization's branding.
In Dynamics 365, document templates generate standardized documents such as invoices, quotes, purchase orders, reports, or other business documents. These templates provide a consistent format and layout for the generated documents.
There are two types of Word templates: 1. Personal Word Templates: Personal Word templates are specific to individual users and are used for personal or private purposes. Each user manages their own templates, creating personalized documents such as letters or internal memos.
2. Word Templates for Any Contact: Word templates for any Contact are shared across multiple users within the organization. These templates are typically managed by administrators or individuals with appropriate permissions and are used to generate standardized documents, such as letters or contracts, related to contacts.
Here's how you can work with document templates in Dynamics 365. Scroll down to see the steps in detail with snapshots. 1. Create a Document Template 2. Configure Template Parameters in MS Word Developer mode 3. Generate Documents from Templates
4. Customize and Modify Templates
Advantages of Word templates in Dynamics 365 1. Familiar and User-Friendly: 2. Seamless Integration 3. Consistent Branding and Formatting 4. Dynamic Data Population
Limitations of Word templates in Dynamics 365 While Word templates in Dynamics 365 offer flexibility and convenience for generating documents, there are certain limitations to be aware of: 1. Limited Design Capabilities 2. Compatibility Issues 3. Lack of Dynamic Content 4. Limited Data Filtering & Automation 5. Restricted Collaboration
Below is an example of the word template. We can fill in the details like Name, Address, email, Phone, etc with a single click of a button for any contact by mapping the fields in MS Word.
Steps to Create Word Templates in Dynamics 365
Step 1. Log in to Dynamics 365 and go to ‘Settings’ and click on ‘Advance setting’
Step 2. Click on ‘Templates’ under Business
Step 3. Click on ‘Document Templates
Step 4. Click on the ‘New' button to create a new email templates
Step 5. Select Word Template, and then select an entity to which the template applies. The template will use data from this entity.
Click on the Select Entity button to download the template
Step 6. The Select Entity dialog box opens. The relationships you select on this screen determine what entities and fields are available later when you define the Word template. Only select the relationships you need to add Dynamics 365 data to the Word template. If there are no relationships then you can ignore it. When you're done choosing relationships, select Download Template.
Step 7. Save the file in your system
Step 8. Open the downloaded template in MS Word.
Now we need to map the Dynamics CRM fields into a Word template. To do this the "Developer" tab should be enabled in MS Word. If it's not enabled then you can follow the below steps to enable Developer mode-:
Steps to Enable the Developer tab in MS Word
Step 9. Open any Word template file. Or just create a blank Word document.
Go to File > Options > Customize Ribbon
Step 10. Select the Developer check box. Select OK. The Developer tab now appears in the Word ribbon.
Step 11. In your Word template, select Developer > XML Mapping Pane.
Step 12. The XML Mapping pane opens with the default XML schema selected.
Step 13. Select the Dynamics 365 XML schema. It will begin with "urn:microsoft-crm/document-template/".
Step 14. Expand the entity to see all available fields, right-click the field you want to add, and then select Insert Content Control > Plain Text.
Step 15. The field from Dynamics 365 is added to the Word template.
Step 16. When the template has the fields and formatting you want, save it. We will upload it into Dynamics 365 now.
Go to CRM>Settings > Business > Template>Document Template>New(step 1- step5)
Select the entity and click on the upload button
Step 17. Click on Browse to upload the template
Step 18. Select the template which we created and click on open
Step 19. Click on the Upload button to upload the file
Step 20. As soon as you upload the template, the template details like status, name, type, etc will be visible on the screen. It will be in an activated state by default, you can deactivate or delete it from the command bar buttons
Note- If the template is not in the standardized format then it will show an error like below
Step 21. We have successfully uploaded the document, let's check the Word template now
Go to the CRM>Open any contact
Step 22. Click on the 3 dot option on the command bar and then click on word templates
Step 23. Your uploaded template should be visible under Word Templates (Dynamix Power Contact). Click on the file to download.
Step 24. The file will be exported to Word with all the contact details mapped into the Word document. Download the file, And open it.
Step 25. After opening the template, the mapped fields from the contact should be visible
The above template was a general word template that can be used by anyone in the organization. We have 2 kinds of word templates as below-
1. Personal Word Templates: Personal Word templates are specific to individual users and are used for personal or private purposes. Each user manages their own templates, creating personalized documents such as letters or internal memos.
2. Word Templates for Any Contact: Word templates for any Contact are shared across multiple users within the organization. These templates are typically managed by administrators or individuals with appropriate permissions and are used to generate standardized documents, such as letters or contracts, related to contacts.
Step 26. So to create a personal word template, open any contact > click on the 3 dots option>word templates> upload template.
Now this template will be visible only to you and it will be shown only under the personal word template
The option to upload a Word template will only be visible to System Admins.
If you wish to grant users access to create templates, you can follow the steps outlined below.
Click Settings > Security > Security Roles.
Select a role, and then click the Business Management tab.
Select Document Template to set access for templates available to the entire organization. Select Personal Document Template for templates shared with individual users.
Click the circles to adjust the level of access.
Note- Word Templates can't be exported to any solution. Only the email templates, articles, and contract templates can be exported to a solution as shown below.
We can transfer Word/document templates to other environments via XRMToolBox. I'll be covering this topic in the next blog.
