Welcome!
I am a Probot, developed by the Protel Serotonin
Team.
I am here for automating standardized portions
of your daily workload that don't require
any human decision and sending e-mail confirmations
after finalizing my work.
Today, I will transfer the checks of orders
with renewed contracts or recently sold products
in Microsoft Dynamics CRM onto the Logo accounting
program.
Due to LPPD law, we pixelated the personal
information seen on the screen.
Let’s begin.
The operation we need to perform is to transfer
the checks of orders and contracts created
in Microsoft Dynamic CRM to the Logo accounting
software.
Previously, the users were manually re-entering
the same document information to the accounting
software after it was first entered to Microsoft
Dynamic CRM.
Currently, we automated this process by Probot.
The robot transfers checks from Microsoft
Dynamic CRM to the accounting software in
the evenings.
Probot begins by saving pieces of information
designated by us; such as user information,
company name or data to be saved later onto
a config file that we have prepared.
We used an XML config file.
Probot reads the XML file and then carries
on with its daily operations from the Microsoft
Dynamic CRM database.
During these operations, we connected directly
to the Microsoft SQL Server database instead
of using the Microsoft Dynamic CRM interface.
After the reading process during the operation,
Probots sends an e-mail to the users with
Google Sheet so that they can manage previously
transferred data or data that should be transferred
again.
Probot also makes sure if there are prior
data entries that need to be retransferred.
If the data entry is in this list, Probot
adds the data entry to the daily transfer
list.
Probot then saves each data entry on this
list to Logo.
Here, we are saving each operation in Logo
in order to protect data from potential problems.
It means that after each operation is ended,
Logo logs out and logs in again.
After the completion of all checks, an informative
e-mail is sent to the users.
The main purpose of the informative mail is
making the users check if there are some operations
done earlier in the day, giving the check
numbers to the users and also sers can manage
the checks those they want to retransfer or
rearrange.
They can manage these checks by clicking the
link on the mail.
The most critical process in this check transfer
operation besides the main flow chart is the
second process.
The second process has its own flow chart.
The process in this step is opening a Logo
session for each check and making sure whether
there is a previously opened check to control
it from the system.
We are doing this to make sure not to write
checks over and over.
Because we are not actually writing any information
into the Microsoft Dynamic CRM system.
Here, we created a control mechanism by establishing
a database belonging to Probot.
If the check has previously been transferred,
we don’t transfer it again.
If the check wasn’t transferred before,
we complete the required steps for this check,
create a log registry for the transferred
checks and finalize the process.
The system works like this for each check
we transfer.
Now, let’s see this live with Probot.
Probot will first read the config file when
we choose to make it work directly after opening
the project.
After going over the config file, Probot gets
the user information and passwords in Windows
Credential and continues with its task.
Now we are initializing.
It has started reading the data now.
After going over the config file, Probot checked
the previous entries in Google Sheet to detect
any duplication.
After checking for duplicate data, Probot
establishes a database connection and creates
its list.
Now it logs in and it will add the every single
registry in its list as a check in Logo.
There is no need to wait for the checks here.
It will process the checks one by one.
We can immediately skip this step.
Probot is now processing the last check.
After saving the last check, it will close
Logo and log off.
Probot sent this e-mail after processing the
last check.
There is summary information in the e-mail.
It is about the products that have been registered
in Logo when the check was being processed.
We add the check code of former duplicated
checks that are transferred inside to this
section and these codes will be saved in Google
Sheet.
“Is Processed” section will be filled
when Logo runs the next time because the receivables
group will then be processed once more.
The logic of the loop is like this.
Probot checks if there is duplicated data
and following the finalization of the process
it deletes the information in Google Sheet.
This way, it doesn’t need to check again
whether there are checks in the queue or not.
