| Anas Arshad
What is a Workflow in Dynamics 365?
A workflow in Dynamics 365 is a series of functions or methods, called steps, that are performed sequentially. The Workflow can change the processing direction by using conditionals, referred to as conditional branches.
A workflow is an excellent tool for managing both data and processes. Using workflow rules in Dynamics 365, we can easily ensure that certain steps are followed and that required business processes are executed. Workflow in Dynamics 365 are two types:
- Asynchronous workflows and
- Real-time (synchronous) workflows.
Asynchronous workflows
Asynchronous workflows in Microsoft Dynamics 365 uses windows service to act as a host application for the workflow engine to work. This Asynchronous workflow must be running ton the Windows CRM server, otherwise the workflow won’t execute.
Real-time Workflow
Real-time workflows in Dynamics 365 are also known as Synchronous workflows. These are defined using the workflow entity records and specifically designed for non-developers. They execute using the Event Execution Pipeline, much like plug-ins, and they can be executed pre-operation, post-operation, or during the core operation. Also, as with plug-ins, you cannot execute a real-time workflow before the Create operation or after the Delete operation.
Workflow Scopes:
1. User
The Workflow will only run against entity records owned by the owner of the Workflow. Therefore, it’s almost set up like an individual Workflow. When you elect this Scope, it means it will only run on the records owned by the same user as the Workflow user.
2. Business Unit
The Workflow will run against entity records for all owners that are in the same business unit as the Workflow owner.
3.Parent: Child Business Unit
Enabling this Scope means the Workflow will run against entity records for all owners that are in the same business unit and any child business unit(s) of the Workflow owner.
4. Organization
The Workflow will affect all records within your Dynamics Organization. It is the scope setting used most often.
How to create a Workflow in Dynamics 365?
- Navigate to Settings -> Solution (The one you want the process to run) -> Processes -> New.
- Enter process Name.
- Select its Entity (The table which will trigger the workflow)
- Select the type of workflow i.e., Asynchronous and Real-time Workflow. (Described above).
- Select trigger(s) of the workflow as listed below.
- Build logic for the workflow.
We can also let the workflow to be a On-Demand Workflow which will let the user to manually run the Workflow whenever needed. This feature can be activated as shown below:
- After successfully creating workflow in Dynamics 365, We must activate a workflow. Navigate to Settings -> Processes -> Click on Activate button.
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