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

Automate seamless data transfers between documents and MS Dynamics 365. Reclaim working hours by exporting completed documents to your MS Dynamics 365 records.

Use case: You've created records for new customers and need to collect completed documents from each customer and attach them to their records. Set up the Export to MS Dynamics 365 bot to automatically attach completed contracts to the respective records.

How to set up

When the bot works by default:

The Export to MS Dynamics 365 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 to 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.

Once connected, proceed to the next section.

Action settings

In the Select destination and documents section, indicate the MS Dynamics 365 destination where the documents will be attached and configure your export preferences:

Select an MS Dynamics entity: Choose the primary entity where the completed documents will be attached.
Select related entities: If you need to attach documents to a related entity, indicate the path to this related entity. 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.
Select documents to export: Choose the specific documents in your workflow that you want to attach to the records when they are completed.
Save documents as ZIP file: Check this box if you want to compress all selected documents into a single ZIP archive before exporting them to MS Dynamics 365.
Save only documents shown to recipients: Check this box if your workflow uses conditional logic. This ensures the bot filters the export, attaching only the active documents that were actually visible and filled out during the process, ignoring any hidden ones.
If such file already exists: Select what the bot should do if a document with the same name is already attached to the entity. You can choose whether to Replace the existing file or Create new (selected by default).

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 where to export 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 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.