In Dynamics CRM, you may run into a situation where you want to create one or more emails and leave them in a draft status. For example, if you have a workflow that creates many emails, but you want to edit some of them before having them sent.
Or there may be a situation where due to insufficient permissions (such as missing the send on behalf rights) emails are being created in draft status by accident.
So what happens when it is time to send out those emails? You could open up each one individually, and click the send button. However, if you have tens, hundreds, or even more, this would be a tedious and inefficient process. In CRM, the best way to mass send emails in draft status is through a simple on-demand workflow, which we can run on all the draft emails that we are looking to send.
First, let's create that workflow. Go into Settings > Processes, and click New. We are going to create this for the email entity.
The workflow will need two steps. First, we need to change the status from Draft Mode, into Pending Send. We will also need to enter data in the No. of Delivery Attempts field. For the second step, set that value to 0.
This is essentially what the send button does: it changes the status to pending send, and sets the No. of Delivery Attempts to 0. By creating this workflow, we can now run this on any number of emails, and this workflow acts as a mass send button. This also works for emails in any status, whether it is failed, or completed.
Now you know how to save yourself time and mass send emails in draft status. Looking for more helpful tips in Dynamics CRM? Check out our blog!