What is the Workflow?

Workflow is a predefined sequential process without any user interaction. Using Workflows, admins in Microsoft Dynamic 365 CRM can implement logic without using customization code.

Workflows can be initiated in a number of ways it can be manually or automatically. Workflows can be run in the background. We have the option to create run workflows in the background, which is also called asynchronous workflow, in which wait conditions will be allowed. Another option is to create a real-time workflow where we cannot add wait for conditions.

There are two types of flow

• Background workflow
• Real-Time workflow

What is the purpose of workflow?

1. Microsoft Dynamic 365 Workflow can easily be integrated into Microsoft Dynamics CRM. Based on behavior detected within the corporate CRM platform, users can construct the workflows.

   Example:

   Email newsletters. Whenever a customer joins your email list, an automated workflow will be enabled, and send the new subscriber an email thanking them for joining and informing them what they can expect from future newsletters or emails from your company. With the help of workflow, you could also generate a CRM file for the customer by including internal measures.

   Lead alerts. Sales Managers will notify through d365 CRM workflows when specific criteria met with leads are added to your database. Using workflows, you can also set up an alert to your managers to key changes with these accounts or when urgent follow-up is needed.

2. Workflows allow users to establish asynchronous and real-time workflows, allowing them to create their flows in the background or physically manage them.

How it is different from Automate flow.

Steps to create Workflow

1. Go to Solution -> Processes-> Click on New-> Processes ->Automation->Process->Workflow.

2. From here, you can create a workflow by clicking on New. Real-Time Workflow can be established by unchecking the Run workflow in the background.

3. And user will navigate to the Workflow screen as shown below.
4. Here, we are triggering workflow as an on-demand process on button click flow will be run.

5. Then here, we have updated the record using this workflow by changing the status. i.e., Workflow will update the status as Submit. As shown below.

6. Click on Set Properties. A new window will open on which you can update data as required.

7. Click on Save and close. After creating a workflow, by default, it will be in draft status. To activate this, click on Activate button.

Similarly, following the same steps will create a Background flow. The only difference is that while creating the workflow, check the option for Run Workflow in the background, as shown below.

Set the following configuration for your workflow and activate it.

1. Start When: Triggers on which you want to initiate your workflow.

i. Record is created

ii. Record status changes

iii. Record is Assigned

iv. Record field change

v. Record is deleted

2. Add Steps: Add steps to build your Process.

i. Run this workflow as background: If a user wants to create a Background workflow.

ii. As an on-demand process: If the user wants to enable workflow manually.

iii. As a child process: If the user wants to initiate workflow from another workflow.

3. Scope: Set the scope of your workflow according to owned entities.
4. Convert into the real-time workflow: Background Workflow converts into the synchronous workflow.
5. Activate: Activates the workflow according to the selected trigger and performs actions.
6. Process Sessions: You can view the previous and ongoing runs of the current workflow.

Difference between background workflows and Real Time workflows.