What is Dynamics 365 CRM Workflows?

Microsoft Dynamics 365 workflows allow you to automate simple and complex business processes within Dynamics. Workflow processes run in the background or in real-time and can optionally require a user input. Workflows in Dynamics 365 provide further utility in that they often act as an alternative to building a custom plug-in. Workflows can be triggered based on specific conditions or can even be started manually by the users.

To configure workflow below are the major steps to follow:

  • Select the entity on which the workflow will run.
  • Configure whether the workflow will run synchronously or asynchronously.
  • The Event (message) on which the workflow will run.
  • The scope in which the workflow will run.
  • The actions (steps) and stages of the workflow.

Difference between Synchronous/Asynchronous Workflow:

When you create a workflow, you will see the option of Run this workflow in the background (recommended) which determines whether the workflow will run in real-time (synchronously) or in background (asynchronously).

Synchronous Workflows: If the user must be involved in the conversation. Synchronous means that next operations cannot be performed until this operation is finished.

Asynchronous Workflows: Asynchronous workflows run in the background – the execution would not start immediately, and the user does not have to wait until the workflow completes.

Workflow Messages:

Workflows can be registered on specific events as follows:

Record is created: Workflow will begin when a record is created within the selected entity.

Record status changes: Workflow will begin when a record status is changed within the selected entity.

Record is assigned: Workflow will begin when a record is assigned to someone within the selected entity.

Record fields changes: Workflow will begin when a record field changes within the selected entity. See below snapshot for example.

Record is deleted: Workflow will begin when a record is deleted within the selected entity.

Workflow Scope:

Workflows allow you to set the scope in which the workflow will run. Following are the supported workflow scopes :−

User: Workflow will run only on the records owned by the same user as the workflow user.

Business Unit: Workflow will run on the records owned by the users of the business unit same as the workflow user.

Parent: Child Business Units: When this option is selected, the Workflow will exclusively run on records owned by the users of the business unit same as the workflow user as well as any child business units.

Organization: When this option is selected, the Workflow will run on records owned by any user.

Workflow Components:

Workflows in Dynamics are a combination of series of steps which the workflow will follow. You can even divide these steps in logical stages.

Following steps are supported by Dynamics workflows:

Stage: A stage is used to split a workflow into manageable sections.

Conditional Steps:

  1. Check Condition: Specifies a logical “if (condition) – then” statement.
  2. Conditional Branch: Specifies a logical “else – if – then” statement. This can only be used with a Check Condition.

Action Steps:

  1. Create Record: Creates an entity record (or a related entity record) in selected entity.
  2. Update Record: Updates selected entity record (or related entity record) field with desired value, or with a dynamic value.
  3. Assign Record: Assigns selected entity record (or a related entity record) to a user or a team.
  4. Send Email: Sends an e-mail via new e-mail creation or via e-mail template.
  5. Perform Action: Specifies the custom workflow steps (and actions).
  6. Change Status: Changes status field of selected entity record.
  7. Stop Workflow: Stops the workflow with a status of completed or cancelled.

To check workflow status follow below steps:

Microsoft Dynamics 365 allows us to monitor running workflows in a couple of areas in the system. This allows us to check the progress of running workflows for errors or logic that may have not been considered when designing the workflow.

In the Process Sessions area within workflow we can see the records impacted by the workflow.

Or under Settings in the System Jobs area we can see all workflow statuses

In this way, you can build your workflows and start automating your business scenarios.

I hope this will help you.

Learn, Evolve & Share..!

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