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Tech Insights 6 min read

What is a Workflow in Dynamics 365 ?

We can define a workflow as the implementation of automation. We can do it for both simple and complex tasks that we can manage within Dynamics 365 with great ease. It is worth noting that you do not have to be a programmer in order to create a workflow with Dynamics 365. And this is why it is so popular.

We can also define a workflow in Dynamics 365 as a series of methods or functions, called steps, performed sequentially. Note that the Workflow in Dynamics 365 may change the processing direction. It does this by using conditionals, known as conditional branches.

Keep in mind that Dynamics 365 is a great tool for managing both processes and data. With workflow rules within Dynamics 365, you can easily and quickly ensure that specific steps are being followed and also that all required business processes are timely executed.

Dynamics 365 CRM is a well-proven workhorse. Also, note that the UI for Dynamics 365 has not changed much since CRM 3.0. The app offers you a fairly comprehensive list of conditions and nearly any action in CRM can trigger them off. You can also extend it via actions as well as custom workflow activities, which is great.

Note that the main purpose of the workflow is to instruct the Dynamics 365 application to develop or create a daily task and also inform the application of the steps necessary for creating this automation.

In order to be effective, a workflow needs to have certain characteristics.

Some of these traits or characteristics are as follows:

  • The workflow should have a clear and concise goal
  • The workflow should save you time
  • The workflow helps you avoid creating various repetitive tasks in Dynamics 365

Do You Need A Workflow In Microsoft Dynamics 365 ?

You may know that apps mature after one year of use, especially if your organization is just beginning to use a CRM solution. You may be able to identify steps in your tasks and processes that you often repeat during this time. You should perform a careful examination and see if some of these steps can be simplified or automated with an app. Simply put, you may choose to use your Dynamics 365 for some or all of these repetitive tasks and streamline the process and save time and resources.

For example, if you know that 90% of your clients are in the province of Quebec, you can think about creating a workflow that will fill the fields “Province” and “Country” automatically with “Quebec” and “Canada” when you will enter a new address. By avoiding entering these two fields at once, you will save a lot of precious time in the end! The best advice we can give you is that you should create a “backlog.” You can combine all of your potential needs and preferences in task automation to get the best results.

You can share these automation ideas with your IT department or your business partner or associate in order to create the automation, reducing your production time in the process. It is worth noting that a CRM solution, such as Dynamics 365, is not rigid. The great thing is that along the way, Dynamics 365 is adjustable, and you can easily tailor the solution in order to meet your needs and preferences and lower the level of frustration and irritation that you go through on a daily basis. Moreover, we also recommend that you create a single and comprehensive backlog that you and everyone in your company can use to minimize any hassle.

You have to be proactive rather than reactive with these suggestions. This is because your execution speed and your needs will considerably enhance the success of adoption among your employees as well as your organization as a whole.

Know This before Creating Workflows in Microsoft Dynamics 365

If you have a genius idea and would like to start creating a workflow, then we congratulate you. However, you have to take some precautions before you try something new. With a subscription to Dynamics 365, you can use two different environments. The first environment is called the “generation.” This is the Dynamics 365 you can use for all your daily work. The second environment is the “sandbox.” You can use this environment in order to test your changes or any development you want to implement to your CRM. It is worth noting that the sandbox is the perfect place to perform your workflow creation tests.

The great thing about the sandbox is that it will not affect your production environment or your sensitive data. Therefore, if you make any mistakes, it will not affect the work of your colleagues. This reason is why if you have any changes that you would like to make to your solution, you should always make them first in this environment to minimize any risk.

Who Can Create Workflows In Microsoft Dynamics 365 ?

This is a tricky subject. Wondering why? It is because the answer to this question is not definitive. When you use Dynamics 365 application, you will have a security role assigned to the user profile you are using. Each company has the option to determine the security roles assigned to the profiles.

To know if you have the security role in order to create your workflow, you may learn from the administrator section of your Dynamics 365. The person with the security role will tell you if you have the necessary level of security to reach the end of your achievement. Keep in mind that if you do not have all the necessary privileges, then your workflow might not work.

What is The Difference Between A Workflow In Dynamics 365 And Microsoft Flow ?

You may know that Microsoft has an extensive application ecosystem. And note that Dynamics 365 is only the tip of the iceberg. You can easily spot the difference between these two applications. Keep in mind that a workflow is solely for the Dynamics 365 application. This is why it does not allow you to create automation with many other Microsoft applications.

On the other hand, Microsoft Flow creates automation between the various applications in its ecosystem. So, it does not fit too easily with some other Microsoft products on the market. Unlike Workflow, MS Flow is an external Microsoft service. Also, it is currently not available to users from within the Dynamics 365 settings section.

You can use Dynamics 365 application with a wide variety of services and applications. Keep in mind that Microsoft calls them connectors. Some of them include Twitter, SQL Server, Box, DocuSign, Skype, Slack, and Google Drive.

Did you know that a connector is really an API proxy? We can define API proxy as an interface that lets an application use various features or data from another application. You can think of a connector as a type of bridge. And, in our case, it allows these services to easily connect to Microsoft Flow and Power Apps as well as Azure Logic apps in the cloud.

As a user, you can make the most of a vast flow of predefined library work, also called models. Models give you the ability to:

  • You can easily save Gmail attachments on OneDrive, which is great
  • You can send an email message to any audience when a Power BI data alert is triggered
  • You can also copy various items from your SharePoint list to any CSV file on a weekly basis
  • You can also save tweets with a hashtag in a SharePoint list, which is excellent
  • You can receive push notifications

Keep in mind that you can also create your own feeds if none of the templates really match the process that you would like to automate, which is a big plus. We would like to stress the fact that Microsoft Flow helps people who lack the technical IT expertise and experience to automate workflows without any help from a programmer.

You should also know that The Microsoft Flow Management Center will allow an administrator in your company to manage users, roles, and permissions. It will also allow them to ensure that workflows created by employees are in compliance with various data loss prevention strategies to help reduce the risk.

You can use Flow for many things that Dynamic 365 cannot do easily. Note that the following is a non-exhaustive list of many scenarios where MS Flow has the advantage over Dynamic 365. These are:

  • Notifications
  • User created workflows
  • Approvals
  • Lightweight integration options


Remember that Microsoft Flow comes with a subscription of standard Microsoft Office 365. The best thing is that it is very simple to configure. It also allows users to perform simple tasks without actually needing to navigate or switch from one application to another application. You will be glad to know that Flow will handle almost everything for you. Isn’t that great !

So, what are your views on this? Any queries, or do you need assistance? We are here to help you out. Write to us!

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November 11, 2020 by Frédéric Charest VP of Marketing

Data-driven Growth Marketer with a Passion for SEO - Driving Results through Analytics and Optimization