This is a paid bot, and its usage will be counted toward your plan's credit limit. For more information about credit usage, refer to this article.
General
Use the Pre-fill dropdowns from MS Dynamics 365 bot to automatically transfer data from records to your documents.
Use case: You want to save time for your regular customers when they’re submitting purchase orders by pre-filling forms with data you have in your CRM. Use the Pre-fill dropdowns from MS Dynamics 365 bot to pre-fill dropdown options in your documents.
How to set up
To add the bot:
1. In the step settings, select Add bot.
2. Choose Bot and search for the Pre-fill dropdowns from MS Dynamics 365 bot.
3. Click on the bot to install it.
Trigger
A trigger is an event that causes the bot to start working. The moment of the bot's activation depends on its placement in the flow:
If the bot is added after a step or any other element, it will run once that element finishes its job.
If within the step, the bot will run based on the trigger you specify. Choose the trigger type most relevant to your case:
According to this, select the bot's trigger type that will be most relevant to your case:
Trigger type | Description |
Step started | The bot activates when you start the workflow |
Document opened | The bot activates when signers start filling out the documents or switch between them. |
Field changed | Use for cases where a response or action is needed immediately after a user enters or updates information in the specific field. Select the document and the field that the bot should pay attention to complete the setup. |
Document completed | The bot activates once the signer completes a document you specify in the trigger settings. |
Connection settings
In Source, connect the bot to your Microsoft account by clicking the Connect button.
In the pop-up, enter your MS Dynamics 365 instance URL. Copy it from the address bar when you’re in your organization and click Select after pasting it. In the screenshot, you can see an example of how it must look like.
After that, you’ll be redirected to the Microsoft login screen. Once you’ve logged in, you’ll be directed back to WorkFlow.
Using the three-dot connection menu, you can disconnect the current account or connect to different accounts anytime.
Select a base object in MS Dynamics 365 where the data for pre-filling will be taken (1). Click Continue to proceed (2).
Mapping
In Data mapping, connect your record fields to document fields by clicking Map fields.
The Drag data to document fields modal window will open. Drag and drop the record field onto the document field.
Note: Only dropdown fields will be available for mapping.
Names of the mapped fields are written on the canvas so the users can understand where the data will go. Use the search bar to find the field you need quickly.
The mapped record fields will be marked with an icon on the side panel.
Hover over the connected field name and click on the Unmap icon.
Hover over the needed field on the document and click on the Unmap icon.
Click Unmap all to unmap all fields at once.
Click Continue to proceed to the next section.
Lookup
In Find record, set rules for how the bot will find the MS Dynamics 365 record you need. Start by selecting an object field that must work as an identifier.
Then, select the value type that your object field must match.
Value based on | Explanation |
Document field value | This option allows the bot to find records by matching the value in the specified object field with a corresponding value in a document field.
For example, if your document has a field that captures a record ID or name, the bot will search for records where the object field contains this value.
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Signer details | This matching type uses the details the signer provides, such as their email, first name, or last name, to find a corresponding record in the object.
It’s useful for workflows where the signer’s identity must be cross-referenced with your system's records. |
Text input | This option allows you to manually enter a custom text value, which the bot will use to find a matching record in the object.
This is particularly useful when the value to be matched isn't defined by the document or the signer but is a specific input the workflow creator provides.
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After that, provide the value that must match the object field, according to your choice.
Note: If you choose a document field as a lookup, remember to put your Trigger to Field changed.
You can add as many lookups as you need by clicking Add match.
Click Continue to proceed to the next section.
Testing
In the Test section, simulate the bot's performance by clicking Test.
For testing, you’ll have to input data matching search criteria for pre-filling. Enter it in the field as shown below. A success message confirms proper configuration. Any errors will be displayed as an error message.
Note: The Test section allows you to test your bot and ensure that it’s set correctly. After you publish your workflow, the Test section will no longer be available. The bot will then work using the conditions set in the Find record section.
Conditions
Set conditions to control when the bot activates, tailoring it to your specific needs for more efficient automation. For detailed guidance, refer to this article.
Advanced settings
This section allows you to choose how the process proceeds in case the bot fails:
Select Proceed to allow the workflow to move to the next signer and automation if the bot isn't crucial.
Select Stop if the bot is critical; this prevents the next signer from receiving documents if data wasn't pre-filled from the source of your choice.