You can add the rules and set the conditions if you want to show the specific entity data in the customer portal or allow the portal users to access the specific entity data. For that, navigate to the Workflow Management under the “Portal Settings” (Portal General Settings). [1]
By clicking on the “Workflow Management”, you will be navigated to the listing page of the workflow management. You can see the added workflow if already added.
You can activate any workflow as per your need. If there are two workflows with the same Action Type and Entity, you can activate only one workflow at a time. If you try to activate the workflow another workflow will be deactivated.
You can search and filter the workflow records if there are more records. You can search the specific workflow by inserting the text caption. You can filter the records by selecting the Status, Action Type, and Entity. To add a new workflow click on the + Create button.
By clicking on the “+ Create” button, you will be navigated to the Create Workflow From here, you can configure and set the conditional rules for the workflow to sort and filter the specific entity data or allow customers to access the entity data for CRUD operations (Edit, Detail, and Delete rights).
You need to configure the following options for the workflow:
– Title: Insert the relevant name to identify the workflow.
– Status: Select the status for the workflow as ‘Active’ or ‘Inactive’ as per your requirement.
Note: If you set the workflow as active, other workflow having the same entity will be inactivated.
– Action Type: You will get two options to act on the data in the customer portal: Load Data and Update Assign Rights.
Load Data: If you have selected the “Load Data” action, you can filter the entity data in the customer portal and show only those entity data that you want to show to the portal users. The data will be sorted and filtered in List view, Data card, Recent Activity, Counter, Chart, etc. as rule (condition) is set for the “Load Data”.
Update Assigned Rights: If you have selected the “Update Assigned Rights”, you can manage the access rights for portal users to perform CRUD operations (Edit, Detail and Delete) by adding the conditional rules. The portal users will be able to access the user access rights for the entity data only if the conditions are fulfilled.
Note: This workflow condition for rights will be only applied if the user has those rights from the user’s role. (Portal User Management → Roles)
> Load Data
If you have selected the “Load Data” in the Action Type of the workflow, you can sort and filter the entity data in the customer portal. You can display the entity data as per the specific date range or based on the status of the entity data.
You will get the dropdown selection of the enabled entity. As shown in the screenshot, the Invoice entity is selected to load the specific data based on the conditional rule(s).
Once the entity is selected, you will get the options to set the conditions for the selected entity. You will get the list of the Fields as per the selection of the entity. As per the field selection, you will get the operators and selected field values. You can also create a group of conditions with AND and OR.
Now, you need to select the ‘Field’ from the drop-down selection to filter the entity data based on that. You will get the fields of the selected entity as per configuration in the Dynamics CRM. Select the Field.
Here, the field is selected (i.e. Status Reason). It means the entity data will be accessible to the portal users as per the condition has set.
Once the field is selected, you need to select the ‘Operator’ option to match with the field’s value (attribute). You need to select the relevant operator and then select the field’s value (attribute). You can select multiple values for the field. Here, the “New” field’s value is selected.
Note: You will get this option as per the selection of the Field. If you have selected the Date type field, you will get a calendar (date picker) to select the date range. You will get the edit box to insert the field’s value manually if (i.e. Amount). So, it depends on which field is selected.
Once the conditional rule is added, click on the Save button. The following condition is set for the Invoice entity:
– Entity: Invoice
– Field: Status Reason
– Operator (match): Equals
– Field’s value (attribute): New
Note: Here, you can also select the multiple values as per your requirement. You will get the field’s value selected based on which field you have selected. In some of the fields, you will get only one option to select (radio button).
So, based on the condition, the portal users can see only those records of the invoice entity whose Status Reason is” New”. This will be applied to the Recent Activity list view, entity list view, and entity data card view as well.
>Update Assigned Rights
You can set restrictions on the user access rights Edit, View, and Delete on the specific entity data based on data level conditions. If you have selected the “Update Assigned Rights” in the Action Type of the workflow, you can restrict or allow the portal users to Edit, View, and Delete actions for the portal users.
When you select the “Update Assigned Rights” action type, you will get two more options related to Access Rights. You need to select the “Entity” from the drop-down list. Here, the Order entity is selected.
You need to select the following options for the Access Rights:
– Select Access Rights To: You need to select the access rights that you want to allow (Enable) or restrict (Disable) the rights.
– Crud Operations: You will get three operations in the Crud Operations drop-down Edit, Detail, and Delete.
If you have enabled the Access Rights and the ‘Detail’ and ‘Delete’ are selected under the Crud Operations, it means that the portal users can view the entity records and delete as well but they will not have the access to edit the entity record.
Now, you can provide the “Detail” and “Delete” access rights, by adding the specific conditional rule.
You need to select the ‘Field’, ‘Operator’, and the Field’s ‘Value’ (attribute) to set the condition based on that. You will get the operators and field’s value as per the selection of the field. Here, the “In Progress” and “New” field values are selected. It means that the portal users will get the access rights only for those entity records whose status will be “In Progress” and “New”.
Now, by clicking on the Save button, the condition of the user access rights of Edit, Detail, and Delete will be applied to the customer portal.
If you try to activate some other workflow with the same ‘Action Type’ and the same ‘Entity’, then currently active workflow(if there is any) will become inactive for that entity.
> Multiple Rules and Grouping
You can also add more conditions to sort and filter the entity data in the customer portal. By clicking on the Add Rule button the new row will be added to set the condition. You will get the operator (match) options as per the selection of the field.
The two Rules (conditions) to sort and filter the invoice entity data in the customer portal. Both conditions work individually. But, if you want to apply together, you can group both conditions. You can group the conditions by AND / by OR as per your requirement.
To group the conditions, you need to select the conditions and then click on the button that you want to group (By OR / By AND).
Here, both conditions are grouped with AND. It means that the portal users will get the filtered data when both conditions are fulfilled.
You will get the option for the grouped conditions. By clicking on the down arrow icon, you will get the options for the group.
You can ungroup the conditions and change the group type from “OR to AND” and “AND to OR” as well. If you want to add a new condition into a group, you can add it by clicking on the Add Clause option.
You can add the conditions and group them into multiple groups as per requirement. Even groups can be configured with the option to select the whole group.