Category: Business Process Flow

#TGIF Episode 5: Business Process Flows in Power Automate

Hello Readers and Viewers

In this episode we will try to understand all about  Business Process Flows (BPFs). Let’s first look at types of Flow available in Power Automate:

  • Flow
    • Team Flow (when you share a flow)
  • Business Process Flow
    • Immersive
    • Non-Immersive/Original/Old
  • UI Flow (RPA)

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What are Business Process Flows?

Business process flows provide a guide for people to get work done. They provide a streamlined user experience that leads people through the processes their organization has defined for interactions that need to be advanced to a conclusion of some kind. This user experience can be tailored so that people with different security roles can have an experience that best suits the work they do.

Source: https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/customize/business-process-flows-overview

Immersive vs Original/Non-Immersive

Screen Shot 2019-11-30 at 2.23.44 pm.png

Creating Business Process Flows for Model Driven Apps

BPF in Dynamics 365 Part I

BPF in Dynamics 365 Part II

Adding BPFs in a Model Driven App

https://docs.microsoft.com/en-us/powerapps/maker/model-driven-apps/add-edit-app-components

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Bug! Bug ! Bug ! Can’t resolve a case

Hello Readers

We found a major issue with Unified Interface Business Process Flows. Don’t know if it can be termed as a Bug, but had to make the title catchy 😀

Description- Following are the details:

  • BPF Name: Phone to Case Process
  • Stage: Resolve
  • Field: Resolve Case (Clicking this field opens the case resolution form)
  • Field Values: Mark Complete and Closed

Web Client/Classic UI Behaviour

Following screenshot is from classic UI

Clicking on ‘Resolve Case’ opens the case resolution form, as shown below:

Unified Interface Behaviour

All fields on BPF appear except for ‘Resolve case’ which means you have to the “RESOLVE CASE” button on ribbon.

Alternative: Create a custom field, option set or two options until Microsoft fixes this issue. Trigger the “RESOLVE CASE” button action on change of your custom field.

Note: I did read Dynamics 365 for Customer Engagement Readme But it talks about limitations of Action Steps of BPF and not Data Steps of BPF.

Hope Microsoft will fix it soon.

Happy CRMing!!

#D365 #Dynamics365 #CRM # MSCRM #BusinessProcessFlow #Bug #Microsoft

Business Process Flows in Dynamics 365-Part II

This is in continuation of the topic ‘Business Process Flows in Dynamics 365-Part I

Now let’s see, how does Business Process Flows looks on CRM forms:

Colours have changed 🙂

I am in the second stage and have selected ‘Project type’ equals “Implementation”

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I am in the second stage and have selected ‘Project type’ equals “Support”

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Many a times, my clients have asked me about the ‘timer’; user must be able to see ‘How much time they have spent in current stage?’; No worries! here it is 🙂

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You even get to see ‘Total time spent in this process’, cool that! 🙂

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Icons have changed for next and previous stage button

Previous Stage  22   Next Stage

Just in case the process flow is irritating you, click on hide hide

A new button for multiple actions on Business Process Flows is introduced, called ‘Process

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Click on that and you see, Switch Process, Edit Process & Abandon Process

We must be aware about Switch Process and Edit Process because of the availability in previous versions, if not:

Switch Process: it helps you to switch between multiple Business Process Flows, enabled for any entity at a given point of time. Basically, if you have multiple process flows which are not automated based on form type or any field and by mistake you started working on an irrelevant flow, you can switch process

Automating Switch Process Flows: (Refer this) https://community.dynamics.com/crm/b/develop1/archive/2013/09/20/how-to-change-process-and-stage-programmatically

Edit Process: All users will not be able to see this option as this requires specific privileges, usually with System Admin. This feature helps you in modifying your Business process flow, right from the record level instead of going to>>settings>>processes; you can edit it from here

Abandon: Coolest of all J Abandon process will stop your process flows time, then and there. It even turns the process in to grey (deactivate) for this particular record. You can either switch to other process or reactivate this later.

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Abandoned processes will be archived and can be reactivated, if required.

Hope you find this post useful!

Drop your questions & suggestions in the comment box below.

Thank you for reading!

Happy CRMing!!

 

Business Process Flows in Dynamics 365-Part I

Business Process Flows have been an integral part of Dynamics CRM since version 2013.

We should use Business Process Flows, if we want Users to follow same set of activities while executing a sales or service process (or may be a defined type of sales or service) while interacting with clients.

What’s new??

  • Designer
  • Trigger a workflow

Designer

Major UI Changes in the Business process flow designer. Much simpler, visio like experience and that’s why its lot easier for non-technical people to design and understand.

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Finally, drag and drop is here in the process designer. It’s as quick as a MS Visio diagram; once you understand it J

You can drag & drop conditions, stages, steps and workflows

Take note of the points mentioned in the below URL, while designing:

https://technet.microsoft.com/en-us/library/dn887193.aspx?f=255&MSPPError=-2147217396#Points

You can connect a condition to a stage

You can take a screenshot by clicking on ‘snapshot’

You can cut, copy and paste; the steps, stages and conditions. how cool is that? J

 

A workflow can be triggered on entry or exit of any stage. The workflow must be on the entity, for which this stage is created.

Enough of blabbering, now let’s see how we can create a Business process flow, with all the above mentioned charms.

Scenario: We will create a flow for Sales Team; working on both Implementation and Support Projects. I am going to include 4 unique entities in my flow (max. limit is 5)

  • 2 Stages on Lead
  • 1 on Opportunity
  • 1 on Quote
  • 1 on Order

Go to settings>>Processes>>New

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As you can see, it can also be run as a ‘Task flow’ for mobile clients. For more info, check this https://rajeevpentyala.com/2016/04/16/task-flow-crm-2016/

As soon as you hit ‘OK’, following screen will pop up:

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On your right, you have drag & drop options:

As you can see in the screenshot below, there are four components-

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Let’s start with adding stages, drag stage to the designer

Give it a name and click apply

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Add steps to this stage, by clicking either on ‘details’ or ‘+Add’ button

On your right, you will see filed options to select from (make them required on your wish)

you can also define the sequence, from the Properties panel on the right

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Add the second stage of Lead, I have custom field on Lead, ‘Project type’ having options; Implementation and support

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It is mandatory to have your condition field on the stage from where you want conditions to evolve.

So now, I am going to add conditions (You can add Yes/No conditions as well); these are very similar to ‘Branch’ which we used to have in the previous versions of CRM

 

If ‘Project Type’ equals Implementation

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If ‘Project Type’ equals Support

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What I want to achieve here is, If ‘Project type’ is implementation, next stage must be DEMO otherwise, it should be TAILOR SUPPORT PLAN

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Adding another stage now and merging the two opportunity stages to the next one

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Click on stage ‘Test Support Plan’ and then click on connector

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Click on ‘connect’ to see first and second point of this condition

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Now click on 2nd point, to establish a branch

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Adding the last stage ‘Place Order’, my process flow looks like:

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Workflows can be added at any stage entry or exit. Keep in mind that the workflow must be related to the stage entity and an on-demand workflow:

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Hope you find this post useful!

Drop your questions & suggestions in the comment box below.

Thank you for reading!

Happy CRMing!!

 

Creating Business Process Flows in CRM 2013

Hello All,

Today I will share my thoughts on creating Business Process Flows(BPF)in CRM 2013.

First of all, let me set the context right….

BPFs are nothing but an automated replacement for your Sales pipeline; which we used to update through workflows under pipeline phase field in CRM 2011 or through customization. But now it can be automated with the help of BPFs.

How to create: Go to settings>> Processes

Click on new and select category of process as Business process flow. Now select the entity (Lead, Account, opportunity and cases in some scenarios). By default it is available for few entities rather transactional entities related to sales and case entity.

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Is it available for custom entities: Yes it is. while creating an entity checkmark ‘Business Process flow’

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Can we create a single BPF for two entities: Yes you can, you can add by clicking on +/- button

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Can we have multiple stages: Yes you can have as many stages as you want; but always keep in mind that if there are too many stages (more than 5)  it might be a difficult UI for users.

Can i add fields associated to stages: Yes you can add fields associated to stages and mark them as required as well; if you wish that without filling these fields user should not be able to move to next stages.

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Can i have different sales stages for different sales members: yes you can define via security roles. You can select which security role people to access which sales stages.

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Happy CRMing !!