Creating a Smart Button to Call a Workflow in CRM: A Step-by-Step Guide

Have you ever wished there was an easier way to trigger a workflow in your CRM system, without the hassle of navigating through multiple menus? Well, the good news is that you can! By adding a smart button to the ribbon, you can streamline your workflow processes and minimize errors. In this guide, we’ll walk you through the simple steps to create your own smart button in CRM.

Step 1: Set Up Your Base Solution

Start by creating a base solution in your CRM environment. Choose the entity where you want to add the button – for example, the account entity.

Step 2: Prepare Your Workflow

Before you can create the smart button, you’ll need to have a workflow or process ready to be triggered. Copy the name of the workflow you want to use. This could be any workflow you’ve previously created in CRM. For example, let’s say we have a workflow named “DP Account – Update Contact Preferences” that updates account preferences to email.

Step 3: Install Prerequisite Solutions

To create the smart button, you’ll need to install solutions as plugins 

Step 4: Access RibbonWorkBench

Navigate to Settings > Solutions and click on the “RIBBON WORKBENCH” button. This will open a new window where you can work on customizing ribbons.

Step 5: Configure Your Smart Button

Once in RibbonWorkBench, select the solution you created in Step 1. Then, choose the ribbon where you want to place your smart button. For example, you might want to add it to the Form ribbon next to the “Activate” button.

Fill in the necessary information for your smart button:

– Title: Name your button (e.g., “Update Contact Preferences”).

– Workflow Name: Enter the name of the workflow you want to trigger (e.g., “DP Account – Update Contact Preferences”).

– Start Workflow Confirmation Text: Provide a confirmation message for users before running the workflow.

– Success/Error Callback JavaScript: Customize messages for successful and unsuccessful workflow executions.

Step 6: Test Your Smart Button

Once you’ve configured the smart button, publish your changes to make it available in CRM. Now, navigate to the account entity and open an account record. You should see your newly created smart button on the ribbon.

Clicking the smart button will trigger the workflow, displaying the confirmation message you provided. This streamlined process will help users efficiently update account preferences without navigating through multiple menus.

By following these six simple steps, you can create a smart button to call a workflow in CRM, enhancing productivity and minimizing errors in your workflow processes.