Module 05

Introduction to Processes in Dynamics 365

Module 05: Objectives
• Review Processes Available in Dynamics 365
• Business Process Flows
• Workflows
• Dialogs
• Custom Actions
• Examine how to create a Dynamics 365 workflow
Processes & Automation
• Many businesses will have processes and procedures that could be
assisted by using Dynamics 365 Processes
• Some of the available Dynamics 365 processes Include:

Business processes that span entities

Process Flows

Automations that can run in the background or as part of user action

and provide real-time feedback to end users
Workflows

Allow transactional custom API calls such as: “Escalate Case” or

“Send Pothole Report, can be executed by workflow actions
Custom Actions
Business Process Flows
• Guides users through processes that may involve one or multiple
Dynamics 365 Records
• Stages and Steps match what
the user is trying to do
• Making steps required prevents
users from completing a stage
without the required steps
(More on business process flows
in the next module)

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Workflows
• Automated process – similar to a macro

• Can be tied to an event or can be fired on-demand

• Dynamics 365 supports two types of workflows:

• Background: Runs in the background allowing users to continue to
use the application during execution
• Real-time: Runs at the moment it is triggered, the user will not be
able to continue until it finishes

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Background Workflows
 Event or user triggered automated
processes that executes application
actions
 Run asynchronously and does not
prevent a user from continuing
 Most commonly used type of
workflow
 Supports wait conditions

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Real Time Workflows
 Blocks user from moving
forward until completion
 Can execute under caller
context or owner context
for flexibility
 Separate privilege on
security role to control
activation
 May impact system
performance 7
Dialogs
 Provides users with a “wizard” or
“script”
 Pages allow to prompt and capture
responses
 Standard workflow features for
evaluation and action
 Query to pull in other Dynamics 365
data
 Input Arguments, Variables and Start
child dialogs
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Custom Actions
 Custom Actions are multi-step declarative custom logic that can
be invoked via API calls

 Allow specification of Input and

Output Parameters
 Run on demand when called
from code or Process (always
synchronous)

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 When to use

ness Process Flow Workflows Dialogs Custom Actions

e Resolution process • Trigger automatic communication
• Agent Scripts • Custom Approval message

s Process • Create follow-up tasks • Capturing Missing Data

rance Quoting Process • Update data • Billing errors and adjustments

ning tool for new reps • Execute specific functionality

where you want to guide to outcome

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Workflow Basics
• Each workflow must be associated with a primary
(triggering) entity
• Once set, this cannot be changed

• Background workflows can be triggered automatically, on-

demand, and/or by other workflows
• Real-time workflows execute automatically

• Each workflow was an owner

• When the workflow runs it will run as this user
Workflow Scope
• The scope of a workflow records a workflow will be available
to execute on
• Four levels:
• User (default) Runs only on records owned by the same user as the workflow
owner
• Business Unit Runs on records owned by users in the same business unit as
the workflow owner
• Parent: Child Business Unit Runs on records owned by users in the same or
subordinate business units as the workflow owner
• Organization Runs on any record owned by any user in the organization

Note: Records must be the same entity type defined as the primary entity in
the workflow
Triggering Workflows
• Workflows can be started:
• Manually

• By another Workflow or Dialog

• Automatically:
• When a record is created
• When the record status changes
• When the record is assigned
• When fields within the record change
• When the record is deleted

• Any combination of the above

Workflow Conditions and Actions
Conditions
• Check Condition
• Wait Condition

Actions
• Create Record
• Update Record
• Assign Record
• Send E-mail
• Start Child Workflow
• Perform Action
• Change Status
• Stop Workflow
Dynamic Values
• Dynamic Values can be used populate fields in
actions with data from Dynamics 365 records, or
data stored in processes.
• The Form Assistant provides options for defining the
values to be used.
• Options Include:
• Set to
• Append With
• Clear
• Increment By
• Decrement By
• Multiply By
Workflow Activation
• Workflows need to be activated before they can be used
• Activation will prevent it from being edited

• Workflows must be deactivated before they can be

modified

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Demo
Time
Module Review
• Automation in Dynamics 365 can be created many ways
• Business Process Flows provide guidance to users by
providing different stages and steps that can span a single
or multiple entities.
• Workflows are the most commonly used process in
Dynamics 365 and can be created by non-developers
• Try to find balance of proper automation and great user
experience

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