This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
Automate seamless data transfers between documents and MS Dynamics 365. Reclaim working hours by exporting completed documents to your MS Dynamics 365 records.
Use case: You’ve created records for new customers and need to collect completed documents from each customer and attach them to their records. Set up the Export to MS Dynamics 365 bot to automatically attach completed contracts to the respective records.
How to set up
When the bot works by default:
The Export to MS Dynamics 365 bot activates once the documents are completed by recipients specified in the step after which this bot was added.
To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.
Then, select Bot from the list.
Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.
Connection settings
To connect the bot to your MS Dynamics 365 account, click Connect in the Connection settings section.
Note: The account you’re connecting to must have Edit rights for the objects where records will be changed. With read-only permissions, MS Dynamics 365 records cannot be altered.
Then, select the MS Dynamics 365 account you need to connect. You can also connect a new account by clicking Add connection.
Enter your MS Dynamics 365 instance URL. Copy it from your MS Dynamics 365 organization, as shown in the example. After that, click Apply, and you’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back.
Once connected, proceed to the next section.
Action settings
In the Select destination and documents section, indicate the MS Dynamics 365 destination where the documents will be attached.
Select the MS Dynamics 365 entity. If you need to attach documents to a related entity, indicate the path to this related entity in the base entity menu. Click the plus icon and select the related entity you need from the dropdown. Related entities can be located on different hierarchical levels. To add a new level, click the plus icon near the previous level entity.
Finally, select documents in your workflow that you want to attach to the records when they’re completed.
If a file already exists in the indicated entity, select whether to replace it or create a new one.
For cases when you start a workflow manually, in the Select starting record section, set up a lookup for the bot to identify the record where to export documents. Select the entity type from the dropdown and its field that matches the identifying field in the document.
Then, indicate the value for the identifying field. You can enter your custom value or click Data variable to select an identifier from the document fields. Use the document field containing unique information that is unlikely to change, such as account number, company name, SSN, or EIN. Alternatively, as an identifier, use information about the recipient, time, template, or document.
Add as many identifiers as you need by clicking Add search condition.
If you have more than one search field, select ‘match conditions’ for the bot and define whether all or any search conditions must match.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.