One-Click Actions (OCAs) are predefined settings for the DocumentsCorePack-Dialog (DCP Dialog) to simplify and streamline document generation and delivery within Dynamics 365 and PowerApps.
Admins create OCAs, that are offered to authorized users in the DocumentsCorePack-Dialog, when they click on the [create-document]-button after selecting a record/records in an entity view.
Example: Accounting needs to generate PDF invoices, send them by email to the customer, save a copy to SharePoint and also get a printed copy.
An admin can automate these tasks by putting them in an OCA that acts as a mini-app that users can then run with a single click.
Documentation: One-Click-Actions User Guide.
Step-by-Step Video: How to configure a One-Click-Action
Step-By-Step Guide:
In this guide, we will show you how to create a new one-click-action to send pdf by e-mail to a customer and save it to SharePoint.
To get started, open your Dynamics 365 Settings, navigate to the “MSCRM-ADDONS”-section, and select DocumentsCorePack.
Figure 1: Dynamics 365 Settings – MSCRM-ADDONS – DocumentsCorePack
The main configuration window provides you with a few tabs that allow configuring DCP in general.
Figure 2: Main configuration window – after clicking One-Click-Actions tab – shows available entities
❶ This is the “One-Click-Actions”-tab in the DCP main configuration window. Click to get into this area.
❷ The buttons in this group allow you to edit, delete, or add an entity to the list.
❸ Enter the entity name in the search box to limit the entity list to the entity you want to create One-Click-Actions for. If the entity is not listed, add it using the [New]–button.
❹ List of entities for which you can create OCAs. Add more entities with the [New]-button. To open the entity you want, select it and click the [Edit]-button or double-click the entity. This will open a new dialog where you can create and manage One-Click-Actions (OCAs) for this entity (see figure 4).
Figure 3: Open drop-down box with entities for which One-Click-Actions can be created
❶ Clicking the [New]-button opens a drop-down box with entities listed alphabetically.
❷ You can choose from the list and confirm and save your selection by clicking the [Disk Icon]-button. The entity then appears in the list (see figure 2).
Double-clicking the Account entity opens the configuration window for that entity (see figure 4).
Figure 4: Configuration window for the “Account” entity. A new OCA for this entity can be created and modified here.
In this window hit the [New Single]-button to create a new Single Action OCA.
A new window (Figure 5) opens up, where you have to enter the name of your One-Click-Action, “Test OCA” in this example. Press the [OK]-button to proceed.
Figure 5: Name your OCA
After hitting the [OK]-button, you will be provided with the configuration window for “Single Record Actions“. You will be assisted by a 4-step wizard. Please go through the following four screens (“General Settings”, Template Settings”, “Processing Settings”, “Review Settings”) to configure your One-Click-Action in detail:
Please note that the available wizard options may vary depending on what was previously selected!
Once an OCA has been created, it can be edited again in the same way end at the same point using the 4-step-wizard.
Step 1: General Settings
❶ You have named your One-Click-Action earlier and now you have the opportunity to edit the name you have entered.
❷ You can add a description (Helpful for users running the OCA).
❸ The two checkboxes enabale you to
– set this OCA as the default, which means always running this OCA when the user clicks the [create-document]-button.
– hide the OCA from the DCP dialog (Allows the OCA to be temporarily hidden from the user).
❹ These buttons allow you to move forward to the next step or back to the previous one. When you are happy with your configuration, then switch forward.
❺[Save]-button to save the previous changes to your OCA.
❻ You can delete your just created One-Click-Action.
❼ The plus-icon button is used to open a dialog for defining display rules (Figure 6B).
Display rules act like filters to hide the OCA in the DCP dialog from users, if the preset filter values do not match attributes, user rights, team memberships, etc. in the context of the selected records of the current view and the user running the OCA.
There are four categories of display rules. They can be user-centric based on D 365 security roles, or they could be based on entity attributes (field values that must match those of the selected record/records). Attribute based display rules can be created more ambitiously using XML to define more sophisticated rule sets (Fetch). Then there are display rules depending on the current business unit and those depending on the current team affiliation regarding the user trying to access the OCA at runtime in the DCP dialog.
The four types of display rules are linked by a logical AND, which means that all of the set ones must be true in order to display the OCA in the DCP dialog.
Within a given display category with more properties (more attributes, team memberships, security roles, etc.) the mapping between the properties follows the same rule (logical AND) with one excaption for entity attributes, which also allows a logical OR.
If nothing is set, everyone can see the OCA in the DCP dialog.
Figure 6: Configure your OCA – Step 1
Figure 6B: Dialog window for configuring the display rules for the OCA
Step 2: Template Settings
These settings help you to configure your template selection in detail.
There are three template types available, each opening up a different scenario, each of which we will explore in detail.
a. “Allow User Selection”
b. “Predefine Template”
c. “Use MultiPart”
It should be noted that the options and controls available in the following screens may vary depending on the template type selected and other selections.
Let´s start with
a) “Allow User Selection”
❶ The selection drop-down menu with the three template types with the first option as the default.
❷ Activating the Edit Template checkbox enables the user to edit the template before the document would be created.
❸ As can be seen in Figure 7, This template type offers a grouping feature. The [Open]-button right-sided from “conditional template group” launches a dialog where entity attributes can be linked to template groups (template groups are collections of templates – often representing operational aspects – defined in the template designer). Thus, if the predefined attributes match those of the selected record, the user of the OCA can choose from contextual sets of templates. E.g. useful if you want to offer only templates from the same department as options.
Figure 7: Configure your OCA – Step 2 – with template type “Allow User Selection” selected
Choosing “Allow User Selection“, defines an OCA where the user can select a template themselfs, when running the OCA.
To check how this looks from a user’s perspective, you can select your “Account Entity” in your Dynamics 365 and press the [Create Document]-button.
Figure 8: Step 2 – Allow user selection – Create Document in Your CRM
The DocumentsCorePack Dialog opens so you can select your template. The user must press the [Next]-button to advance to the next screen (in this case, to select document processing options).
Figure 9: Step 2 – Allow user selection – DCP-Dialog Templates
b) „Predefine Template“
The 2nd template type in the drop-down menu in step 2 of the wizard is “Predefine Template”.
Clicking in the “Template” field ❶ (Figure 10 and 12) opens a look up window to search for a suitable template that you want to set for the OCA.
Please Note: This means that the user does not have a DocumentsCorePack template selection, the template is used automatically.
By the way, check out this article if you are interested in learning about template creation!
Figure 10: Step 2 – Predefine Template
A [Conditional Template Selection]-button is provided for this template type.
You can open a window to define templates that are conditionally displayed to the user based on attributes that must match attributes of the current (user-selected) record.
For example, based on a customer’s location, the template of the appropriate language can be automatically supplied when the user runs the OCR.
Now look for a template for your entity “Account” and add it.
Please Note: Click on the [Add]-button to add a template or note, as clicking on the template name would open a window showing template information and used for managing and creating templates
Figure 11: Step 2 – Predefine Template – LookUp Record
In this case, it is the “Account_Overview.docx”.
❶ You can see your chosen document.
❷ Switch to the next step.
Figure 12: Step 2 – Predefine Template – Configure your OCA
c) “Use MultiPart”:
❶ The third option in the drop-down menu is “Use MultiPart”. Described details can be seen in figure 13.
A compound document (made up of parts such as dynamic DCP templates and static documents such as pdf files etc.) as a mixture of several predefined and/or freely selectable documents is possible.
In the following, we will call the document parts DocParts for short.
❷ The first 2 DocParts of the “docx” type have been combined into one, as can be seen.
A DocPart can be of type MS Word template (docx), note or SharePoint URL (hosted document). It can have a label and description (to be shown to the user when running the OCA)
❸ These functions can be applied to selected Doc Parts
a. With [+]-button you can add another part,
b. Delete it, or
c. Combine the selected DocParts. To do this, you have to select more than one document to combine it.
d. Disassemble selected combined DocParts
❹ The following settings can be applied to a DocPart
a. Concatenate: Click here to open a dialog where you can set various options on how the DocPart will be concatenated with the previous DocPart (see below)
b. Based on conditions (preset attributes that must mach those of the selected record when the OCA is running) you can define display rules to show or hide a DocPart.
c. Use a checkbox to set this DocPart availabale as an option in the DCP-Dialog
d. Define whether or not this DocPart is visible in the DCP-Dialog
❺ Use these buttons to do the following in this step of the wizard:
a. and b.: Goto the previous or next wizard-step
c. Save the settings made in this step
d. Delete the One-Click-Action
e. Set display rules for this One-Click-Action
Figure 13: Step 2 – Use MultiPart – Configure your OCA
If you press the [Concatenate]-button as described in ❹ a, an overview (Figure 14) opens where you can define your concatenating options over the drop-down-list and confirm it. Learn more about the Concatenate Syntax.
Figure 14: Concatenate option overview
Step 3: Processing Settings
At this step, you can define the actions which should be done after document creation. In this example, the action is defind as
❶ send the Account_Overview as .pdf
❷ Attached as MS Note document.
❸ Save it to SharePoint
❹ You can set your General Behavior. There are 3 possibilities:
- Set configured settings as default
- Hide configured settings
- Disable configure settings
❺ Here you can inherit the main behavior or
- Do not save
- Set as default
- Hide this setting
- Show, but do not allow changes
❻ Switch to next step
Figure 15: Step 3 – Configure your OCA
Step 4: Review Settings
You have the possibility to review your document, create a “PNG preview” and automatically open your document like you can see in the figure below.
After configuring all steps, you have to save your actual One-Click-Action (highlighted in yellow).
Figure 16: Step 4 – Configure your OCA
Test your OCA
If a Dynamics 365 user now clicks on the [Create Document]-button , the user will be automatically provided with the new one-click-action (here: Test OCA), but only if possible predefined display rules are met.
Figure 17: Create a document in your Dynamics 365
Figure 18: Creating a document with OCA
Click on your Created One-Click-Action document and depending on your selection (2a, 2b, 2c) this window will open. Check the options you have and press the [Next]-button.
Figure 19: Create a document
Your created documents are shown. Click next.
Figure 20: Created documents
Here is a preview of your generated document. You can edit or you can finish the One-Click-Action.
Figure 21: DCP template preview
Look back in Dynamics 365 for your generated template:
Figure 22: Generated Template
That’s it! We appreciate your feedback! Please share your thoughts by sending an e-Mail to support@mscrm-addons.com.