The word template functionality in Microsoft Dynamics 365 CRM (otherwise known as CE) allows users to quickly generate Word documents with data from Dynamics 365 for Sales. The Microsoft Word interface makes it easy to create and manage templates with no coding experience. Typically, the Word template can only be applied to one record at a time. In this blog, we are going to share how to apply a Word Template to multiple records in Dynamics 365 for Sales and further process the documents in Microsoft Power Automate (formerly Flow) to optimize your Dynamics 365 for Sales storage while minimizing costs for the organization.
In this example, we are going to generate an Account Summary Word Template on a list of accounts and retrieve the generated Word documents. Then, we will save them to SharePoint. You also have the option to email them to someone if you wish to do so.
Step 1 – Create a Workflow
The first step is to create a workflow that invokes the action on the template in Dynamics 365 for Sales. The SetWordTemplate action allows users to generate a document using a selected Word template and attach it to a record.
As you can see, the above workflow creates a Note with an attachment.
Step 2 – Make the File Accessible to Power Automate
The second step is to send the newly created file to another system by using Microsoft Power Automate. The Flow will monitor the newly created Note and pick up the Note with an attachment file name of “Account Summary.docx”. Additional checks can be added to filter the result.
Step 3 – Convert the Word Document to PDF (Optional)
Before sending the document to SharePoint, you can convert your Word document to a PDF file. You can do so by passing through OneDrive for Business which offers the functionality.
Step 4 – Send the File to Microsoft SharePoint
With the attachment retrieved in Microsoft Power Automate, you can either create the file in SharePoint or email it as an attachment.
After the Word document is saved to a SharePoint location or it has been emailed, the attachment in the Note still exists in Dynamics 365. If you choose to delete the Note in Microsoft Dynamics 365, this can be done in the same Flow.
By leveraging the Dynamics 365 Word Template, Dynamics 365 workflow, and Microsoft Power Automate, you can achieve document automation capability without coding or custom report development. With these capabilities, Dynamics 365 for Sales is empowering end-users.
Dynamics 365 CE (CRM) How-To eGuide
41 pages of step-by-step instructions for 6 different key tasks in Dynamics 365 Customer Engagement (CRM). Includes interactions with PowerApps and Flow!Get the eGuide