Pre-fill from Dynamics 365 records

Automatically import data from MS Dynamics 365 records to your documents.

When the bot works by default:

The Pre-fill from MS Dynamics 365 records bot activates when a recipient opens or creates a document.

To add the bot to a step, click the three dots in this step and select Add bot to step.

Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking the Install bot button.

To connect the bot to your MS Dynamics 365 account, click Connect in the Connection settings section.

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.

In the Select entities and map fields section, indicate the MS Dynamics 365 entity from which the data will be transferred.

Select the MS Dynamics 365 entity from the dropdown.

If you need to retrieve data from a related entity, select it from the base entity menu. Click on the plus icon and select the related entity from the dropdown. Related entities may have different hierarchical levels. To add a new level, click the plus icon near the previous level entity.

Select a data transfer method. Single line method means that you transfer one data instance from field to field, such as Name, Email, and Address, while the table method transfers data from table to table, such as lists of customers or products.

Next, indicate which data must be transferred to the document by mapping the needed entity fields to the respective document fields. Select entity fields and link them to the document fields that should contain the corresponding values from the entity’s record. To map more fields, click the Map another field button and repeat the process.

Click Continue to proceed with the settings.

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 from which to pre-fill 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 search conditions must match or any of them.

Conditions
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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.

Best practice if you’re running this workflow manually

While other MS Dynamics 365 bots identify a record after documents have been completed, the pre-fill bot has to find the record before you send the workflow. This allows the bot to pre-fill the workflow with the correct data from the specified MS Dynamics 365 record. That’s why we use Step execution conditions: to ‘set the alarm’ for the bot and pre-fill the workflow at the right time.

If you’re going to run the workflow directly from your account, in Conditions, click Select conditions and place the document in the workflow you need to pre-fill.

Select the fillable field that you’re using to identify the record and set the condition to is not empty. Сlick Apply to finish setting up the bot.

Now, let’s see how the Bot works with the set conditions.

In your workflow, click Configure.

Select the document you need and click on it.

In the Edit mode, insert the identifying value into the search field you specified in the Select starting record section. It’s the search field that triggers the bot according to the is not empty condition. At the same time, its value helps to identify the MS Dynamics 365 record used to pre-fill the document. So, enter the value which identifies the record. In our case, it’s the company name that is equal to Account Name in the MS Dynamics 365 Account entity.

After that, send out the workflow.

If you’re running a workflow directly from an MS Dynamics 365 record, there’s no need to use bot execution conditions because you trigger the Bot by clicking the custom button.

In this section, you can set additional bot configurations:

Learn more about adjusting Advanced settings in this article.