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
Reclaim working hours when updating records by automating this process using the Update MS Dynamics records 365 bot.
Use case: You need to update existing records in MS Dynamics 365 when customers fill their documents. By using the Update MS Dynamics 365 records bot, you don’t have to remember to manually find and update the respective record, because the bot will do it automatically as soon as new documents are submitted.
How to set up
When the bot works by default:
The Update MS Dynamics 365 records 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 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 to account.
Once connected, proceed to the next section.
Action settings
In the Select objects and map fields section, indicate the MS Dynamics 365 destination where the updated data will be transferred.
Select the MS Dynamics 365 entity where the record you intend to update is located.
If you need to update a record in 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.
Next, indicate the data that must be transferred from the completed document fields to the record fields by mapping them. Select document fields and link them to the record fields that should contain the updated values from the document. To map more fields, click the Map another field button and repeat the process.
Note: When you’re updating data in a related entity, you have options to only update a related entity or the entire relation (base entity + related entity(ies)). For the first case, only map the related entity. For the second, map all entities you need to update.
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 to update. 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.