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Dynamics 365 – Triggers and Methods

Estimated reading time: 7 min

What will start your automation…

A connection to your Microsoft Dynamics 365 account is needed so we can sync it with our platform.
Refer to Microsoft Dynamics 365 – Connection.
Microsoft Dynamics

See Wiresk Scheduler – The Fundamentals.

Setting up the recurrence rule or scheduler of your Trigger (if the Trigger is not a Webhook):

  • Regular intervals will monitor your Trigger by intervals in minute
  • Daily recurrence will monitor your Trigger by day and hour
  • Monthly recurrence will monitor your Trigger every month on a defined date and hour
  • Yearly recurrence will monitor your Trigger on a specific date and hour every year
  • Specific dates will start your Trigger on specific dates

After you’ve configured your Trigger parameters, select the “Use” button to fetch a live sample of data from the Trigger.

What it does:

  • Extracts real data based on your Trigger setup
  • Validates your parameters by showing if they match existing records
  • Prepares data for field mapping – the sample helps you map your Trigger output to your Method parameters in the Flow. Refer to FIELD MAPPING documentation.

Think of it as a preview step: it makes sure your Trigger is working and gives you real data to work with when setting up the rest of your flow.

Retrieve multiple records from a Dynamics table using Wiresk’s Query Builder.
A Query Builder allows you to create complex SQL queries without having to write any code.
This allows non-technical users to easily access and analyze data with a graphical user interface.
✓ When This Trigger is activated, the result of the Query can be use to Map your Methods.

Learn more about how to use Wiresk’s Query Builder here.

Configuration Table:

Name*Retrieve Records using Wiresk’s Query Builder
Connection*Select your connection or create one Refer to how to create a connection.
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
Entity* (Set of data that contain information)Select the entity from which data will be retrieved.
Related EntitiesThis section allows you to link related entities in Dynamics 365 CRM to the primary entity you are querying. For example:
If you’re querying “Activity,” you might want to include related records such as the “Contact” or “Account” associated with each activity.

Clicking “Link an entity” will let you select and define relationships between the primary entity and its related entities.
Configure FilterThis tab enables you to define specific criteria to narrow down the records being retrieved.
Configure groupingThis tab allows you to group the retrieved records based on certain attributes or fields.

For example:
If querying “Activity,” you could group records by “Activity Type” (e.g., phone calls, emails, tasks).
Configure Columns



Preview Data



Number of records:10

Begin at record:0

Edit Columns


Configure Sorting		Configure which columns or fields of data will be retrieved and included in the output.
For example, in an “Activity” query, you might select fields such as “Subject,” “Status,” “Owner,” and “Due Date.”

To visualize the records. You must select at least 1 Columns to get the Preview Data.
If you get this message:” Cannot convert undefined or null to object”, it means there is no records.

By default, 10 records will be shown

The display starts at record 0

Customize which columns are displayed and retrieved. Minimum 1 column, maximum 50 columns.

This option is for sorting the data in the columns by Ascending or descending order.

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

Retrieve multiple records from a Dynamics table using a fetchXML request
FetchXml is a proprietary XML based query language used to retrieve data from Dataverse.
Refer to Query data using FetchXml

Configuration Table:

Name*Retrieve records using FetchXML
Connection*Select your connection or create one Refer to how to create a connection.
Time outYou can additionally set the Trigger duration to limit the information processed per execution to optimize performance and resource usage.
Recurrence rule/scheduler*Set up your recurrence rule
Parameters
FetchXML*Enter the FetchXML query
Preview DataPreview the retrieved data.
In specific Trigger instances, data can only be previewed when it is available for retrieval. If no event occurs from the Trigger, an error message will be displayed.

(*) required field

⚠️ Reminder: Click “Use” to validate your Trigger with sample data before saving.

The Flow will initiate automatically when a webhook event is received . This means that the Flow is automated without a scheduler and will run until you deactivate the Flow manually.

Trigger this Flow whenever a record of a certain type is updated.

Configuration Table:

Description*Name or description of the Webhook
Connection*Select your connection or create one. Refer to how to create a connection.
API Key*Select or Create an API Key for authenticating the Webhook request.
Parameters
Record Type*Select the type of CRM record to monitor for updates.

Examples of record types might include “Contact,” “Account,” “Opportunity,” or “Activity.”
Filtering AttributesDefine specific attributes to filter which updates trigger the Webhook.

For example, you might specify a list of attributes like “Status,” “Owner,” or “Priority.”
Only updates to the specified attributes will trigger the Webhook.

“List of value” is where these attributes are listed.

(*) required field

Trigger this Flow whenever a record of a certain type is deleted.

Configuration Table:

Description*Name or description of the Webhook
Connection*Select your connection or create one. Refer to how to create a connection.
API Key*Select or Create an API Key for authenticating the Webhook request.
Parameters
Record Type*Select the type of CRM record to monitor.

Examples of record types might include “Contact,” “Account,” “Opportunity,” or “Activity.”
Filtering AttributesDefine specific attributes to filter which deletion trigger the Webhook.

For example, you might specify a list of attributes like “Status,” “Owner,” or “Priority.”
Only deletions to the specified attributes will trigger the Webhook.

“List of value” is where these attributes are listed.

(*) required field

Trigger this Flow whenever a record of a certain type is created.

Configuration Table:

Description*Name or description of the Webhook
Connection*Select your connection or create one. Refer to how to create a connection.
API Key*Select or Create an API Key for authenticating the Webhook request.
Parameters
Record Type*Select the type of CRM record to monitor.

Examples of record types might include “Contact,” “Account,” “Opportunity,” or “Activity.”
Filtering AttributesDefine specific attributes to filter which creation trigger the Webhook.

For example, you might specify a list of attributes like “Status,” “Owner,” or “Priority.”
Only creations to the specified attributes will trigger the Webhook.

“List of value” is where these attributes are listed.

(*) required field

Microsoft Dynamics

What your automation will do…

Note that certain Methods will require an Entity Unique ID (Globally Unique Identifier – GUID)

  • From a Flow step in Wiresk or Power Automate (using dynamic fields).
  • Using Dynamics 365 Web API (via RESTful requests).
  • Using Advanced Find (and exporting results to Excel).
  • Using Dynamics 365 SDK (programmatically via C# or similar languages).
  • Directly from the URL of a record in the Dynamics 365 interface.
  • Using Custom Reports (e.g., SQL queries or fetch XML).
  • Through Third-Party Tools or Plugins (e.g., XrmToolBox).
This method is used to link one or more entities (records) in Dynamics 365 CRM using a specified relationship.
See Microsoft documentation “Introduction to Entities”, Associate.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Associate Records
Connection*Select your connection or create one
Map Fields
Main Entity*The primary entity (record) in the association.
Relation Name*Specifies the type of relationship between the main entity and the related entity.

Example: For “Account” and “Contact,” the relationship name might be “account_primary_contact” or similar.

The purpose is to defines the nature of the association as configured in the Dynamics 365 CRM metadata.
Related Entity Name*The entity being associated with the main entity.

Similar to the Main Entity, you can dynamically input this value or set a default.
Related Entity Id*The unique identifier (GUID) of the related entity record. See how to get the GUID.

(*) required field

Creates a record of a specific entity type, including custom entities.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Create Record
Connection*Select your connection or create one
Entity*Select the Entity (record) type to create, e.g, “Contact”
Map Fields*
[+ Add Field]		Add various attributes to your Entity (Record) from a dynamic list. E.g, “First name”

(*) required field

use this Method to delete a Record (Entity). When a record is deleted and there are related records in table that has a relationship configured for cascading delete, all child records are also deleted. The entire deletion fails if the caller does not have the Delete privilege or access rights for any of these related records.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Delete Record
Connection*Select your connection or create one
Entity*Select the Entity (record) type to delete, e.g, “Contact”
Matching Criteria*
[+ Add Matching]

Condition logic:		Add various Matching criteria for attributes to your Entity (Record) from a dynamic list. E.g, “First name”

Equals
Does Not Equal
Is Empty
Is Not Empty
Like
Not Like

(*) required field

Dissociate one or more records from another record.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Dissociate Records
Connection*Select your connection or create one
Map Fields
Main Entity*The primary entity (record) in the association.
Relation Name*The name of the relationship to be used to remove the link.
Related Entity Id*The unique identifier (GUID) of the related entity record. See how to get the GUID.

(*) required field

This Method is used to execute predefined or custom actions on CRM entities. Actions in Dynamics 365 CRM can be system-defined (like “Assign” or “Send Email”) or custom actions created to perform specific business logic.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Execute an Action
Connection*Select your connection or create one
Map Fields [+ Add Field] Optionally add new fields to the mapping
Action Name*Specifies the name of the action to execute in Dynamics 365 CRM.

Choose from system-defined actions (e.g., Assign, SendEmail, QualifyLead) or custom actions created in Dynamics 365.
Record Id*Identifies the specific record (entity) on which the action is executed.

Requires the GUID of the record (e.g., the unique ID of a contact or account).
Can be dynamically mapped from a prior step in the workflow. See how to get the GUID.

(*) required field

Retrieve multiple records using FetchXML.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Retrieve By FetchXML
Connection*Select your connection or create one
Map Criteria
Fetch XML*Enter your FetchXML query.

(*) required field

Retrieves a collection of records.
The collection of returned records contains the values for the properties that are specified in the query. Any other property values are not returned.
If the query includes columns that are not valid for retrieval, they are ignored. 

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Retrieve Multiple Records
Connection*Select your connection or create one
Entity*Select the entity from which records will be retrieved.
Matching Criteria*
[+ Add Matching]

Condition logic:		Add various Matching criteria for attributes to your Entity (Record) from a dynamic list. E.g, “First name”

Equals
Does Not Equal
Is Empty
Is Not Empty
Like
Not Like

(*) required field

Retrieve an individual record by specifying a matching criteria.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Retrieve Record
Connection*Select your connection or create one
Entity*Select the Entity from which record will be retrieved.ct”
Failure modeSelect a mode:
Trigger an Error
Ignore and return null
Get First record and continue
Matching Criteria*
[+ Add Matching]

Condition logic:		Add various Matching criteria for attributes to your Entity (Record) from a dynamic list. E.g, “First name”

Equals
Does Not Equal
Is Empty
Is Not Empty
Like
Not Like

(*) required field

Update an existing record

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Update Record
Connection*Select your connection or create one
Entity*Select the Entity (record) type to update, e.g, “Contact”
Map Fields*
[+ Add Field]		Add various attributes to your Entity (Record) from a dynamic list.
Matching Criteria*
[+ Add Matching]

Condition logic:		Add various Matching criteria for attributes to your Entity (Record) from a dynamic list.


Equals
Does Not Equal
Is Empty
Is Not Empty
Like
Not Like

(*) required field

Update an existing record or create a new one if it the record does not exist. See Microsoft documentation “Use Upsert to Create or Update a record“.

Configuration Table:

Input Options:

  • Input: Allows dynamic inputs, e.g., from a previous step.
  • Default Value: You can specify a fixed attribute.
Name*Upsert Record
Connection*Select your connection or create one
Entity*Select the Entity (record) type to upsert, e.g, “Contact”
Map Fields*
[+ Add Field]		Add various attributes to your Entity (Record) from a dynamic list.
Matching Criteria*
[+ Add Matching]

Condition logic:		Add various Matching criteria for attributes to your Entity (Record) from a dynamic list.


Equals
Does Not Equal
Is Empty
Is Not Empty
Like
Not Like

(*) required field


After setting up your Flow, you can choose to:

  • “Run once”, your Flow will run only a single time. You can use this function to test your Flow. Refer to how to set up an HTTP Trigger, in the Trigger setting step.
  • “Run Scheduler” will automate your Flows with the recurrence rule you previously defined.


For more details, refer to How to run a Flow tutorial in our Help Center.
 
If you are using a Webhook Trigger, the Flow will initiate automatically when a webhook is received from your connected apps. This means that the Flow is automated without a scheduler and will run until you deactivate the Flow manually. Refer to Webhook documentation in our Help Center.

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