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
Use the Send documents to MS Dynamics 365 contacts bot to automatically send a fillable document from the workflow to a contact in an MS Dynamics 365 entity.
Use case: You need to create and send out fillable documents with your company branding. By using the Send documents to MS Dynamics 365 contacts bot, you can send out emails on behalf of your company while taking advantage of the forms library, multi-tool PDF editor, and more.
How to set up
When the bot works by default:
The Send documents to MS Dynamics 365 contacts bot activates when a workflow is run by a corresponding workflow step or when a document is opened by that recipient via an email link or a custom button in a record.
The bot is available in the step settings in the diagram. To add the bot, select the step you need and click on the gear icon.
Note: To make the bot work as expected, ensure that the workflow is being executed according to the diagram logic. That is, if you have the bot in the very first step of your workflow, the workflow must be launched by a custom button in the ‘Run airSlate workflow’ mode or manually by the 'Run workflow' button in the account.
If you have the bot in the second step of the diagram, there must be a factor executing the first step. This can be distributing the workflow via public link, inviting other recipients to perform the first step, or using the ‘Run workflow and open the first step’ custom button mode.
Go to Recipient > Integration contact, and select MS Dynamics 365 from the dropdown.
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.
Select an MS Dynamics 365 entity type from the dropdown. In our example, it’s Contact, but you can select any entity containing the email field in its layout.
If you need to send a document to 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.
Customize the subject and message for your emails. Click Preview email to check how your emails will appear to recipients.
Set up a lookup for the bot to identify the record and where to send the documents. Select an 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.
Tips and tricks
By adding a Smart Link to your email, the documents you’re sending will open with pre-filled data from the respective record.