Connect with me: ☕ Buy me a coffee: www.buymeacoffee.com/lisacrosbie 🦉 Learn more about AI: aka.ms/learnwithlisa 🖇 LinkedIn: www.linkedin.com/in/lisa-crosbie/ 📼 TikTok: www.tiktok.com/@lisa.crosbie 🐦 X (Twitter): twitter.com/LisaCrosbie 📚Take my LinkedIn Learning Course: Microsoft Power Platform Fundamentals (PL-900) Exam: Power Apps www.linkedin.com/learning/microsoft-power-platform-fundamentals-pl-900-cert-prep-power-apps/
Hi Lisa I am application manager for Dynamics CRM and I would like to thank you warmly for all these amazing video tutorials you posted. It helps beyond imagination ! Merci beaucoup from France !!!!!!
Brilliant, filled in the blanks on the learning Microsoft learning path - make so much more sense when I can see it in action like this! Great work, please do keep it up!
Clearly you are very passionate about this subject with a great deal of experience, added to this the excellent articulation of your demo makes for a very helpful and insightful tutorial. Thank you. PS: As of August 2022, you can no longer create or manage business process flows from Power Automate outside of the solution explorer. Business process flows and instances continue to be supported through the solution explorer, Power Apps, and Dataverse table views.
Ohh the fun working with evergreen platforms. 🤣It's been several years since I created my last BPF. Here's the new (current) way of create a BPF: Within the solution, select New > Automation > Process > Business process flow. 1. Give your flow a Display name and Name (LogicalName). 2. Select the table from which the flow will be used. 3. Select Create.
Thanks Lisa for you videos, you don’t know how helpful they have been. Appreciate. I have a quick question, how can I limit users to a stage in the BPF. I am thinking a combination of security groups and different BPFs for the security role
Hi Lisa, first of all I would love to thank you for your amazing tutorials. Second, I don’t know why I can’t find the BFS tab in Flows, even I’m the global administrator. I tried to get an answer but no one helped me with that.
Things have moved around a fair bit since I recorded this video, you're right, it's not there any more now. You now need to navigate to Solutions (in either Power Automate or Power Apps), then open your solution, and you'll find it under +New>Automation>Process>Business Process Flow
Great information. Thank you. Wish I had watched it before starting to build out a BPF. Can you cover off permissions and privileges in Dataverse and environments and solutions. Thanks again.
Your videos have really helped me understand Power Platform and pass my PL-900 exam, thank you. I do have one question about Business Process Flows, and that’s how do I manage parallel steps which need to be taken by different teams? Designing the process as linear is really inefficient in some circumstances when activities can be performed at the same time.
Thanks John, so glad to hear you've passed your PL-900 and that I helped in some way, very much appreciate that. Your question about linear flows is interesting, BPFs don't really do that. You could certainly create multiple tasks under a stage and assign them to different teams. Can you give me more detail about your use case and I'll give this some more thought.
@@LisaCrosbie I have a similar business requirement, if there are any link regarding, creating multiple tasks under a stage and assign them to different teams, that would be really great. thank you for your content.
I keep coming back to this video as its just a great reference. Brilliant work. Would you be creating an advance version of this at some point and include other capabilities, such as workflows and action step?
Hello Lisa, thanks for this nice tutorial ... i built an immersive BPF with 5 stages ... if i stop the process for example at the second stage and save it i cant edit it again when i open it at the menu with the active flows because i only see the first stage and not the bar of the process in the top ... can you help me please
You speak English slowly. Thanks for that, my understanding English is not so good. But in this speed of speaking, i understand well. Thousands thanks therefore 🙏🏻
easy and helpful. when in the workflow move from one stage to the other that includes a different data table, it is required to create a related record in the second table, you mentioned that we can create automation to do that action so the move to the next stage will be smooth, can you please elaborate, give hints on the way to do it? Regards,
10:15 This step has changed a bit since the video was recorded. Now you can create the flow in the solution from the start. You just need to add it to the app by opening the app and then select it in the Automation tab.
Unfortunately you can't use the normal "read only" the way you do on a form but you can use Business Rules to lock the field - I show it in my video here th-cam.com/video/0tNQLj7uKwQ/w-d-xo.html
Great Video @lisa, you are my go to person for PowerApp.. it helps a lot.. can you please direct me to the part where we can automate the table linkage so the stage transmission is smoother..
A very helpful tutorial. Can you give more information about conditions. I have requirement where I need to use both AND and OR statements in same conditions, but seems BPF allow only one condition to be used.
Great video. I have a question if I need to move back in the business workflow is it mandatory to meet the criteria set for the next stage? Or is there a workaround to move back in the stage without having to meet the pre-req of the next stage?
Hi Lisa, thanks for the tutorial. It seems that business process flows helps a user navigate through a series of stages. However, it doesn’t seem to have the ability reallocate responsibility to different users/teams at different stages. In this example, you may want to ‘lock’ the plan stage to a different user group. (Apologies if I’m wrong!) Also, is it possible to change the page content at each stage for data input or can it only be done via the dropdown when clicking on the stage? It may be hard to view if there are many input fields required at a stage gate.
Lisa, very nice work. I have a situation where i need to block the button to come back a stage, is this can be done natively or need JS?? Or even if it is possible to use JS??
Hi Lisa, thank very much for the videos. Just one question, am I able to reverse the BPF? Where step 4 is not satisfied with work done in step 2 and approval to proceed to step 5 is not granted until it goes back to step 2 for correction then proceeds step 3 >> step 4, etc. Thanks
Great tutorial. Very helpful. I am curious how you made the main form, the one when you hit "new" to still be read-only and then get populated by completing the quck-view form in the stage timeline? Is it possible to specify which Form is chosen when the NEW button is clicked on? (Or can I remove the "NEW" entirely and just use the "+" button from the upper-right to open the quickcreate side form?) Also, can you do a video where you combine these business process stages with Business rules? I could really use some insight in how they work together and when to use one vs. the other. Thanks.
Hi Lisa, Great video. I have BPF set in dynamic 365 which is meant to populate a form I've created in dynamics. The form is created and the BPF is ready. My problem is how I can establish the connection to the third party document. And oh I can take the customer inputs in MS Forms too. My challenge is that, when I create a new process under Processes I don't see the option to start an automated flow with the connectors. I don't know if my question is clear
I'm not entirely clear on your question, and I think you have multiple questions so I will do my best. The answer is Power Automate, that allows you to connect to other systems. To connect to or create a third party document you will need to use a document generation tool in Power Automate - Word is a good starting point if it's not complex. To get data from Microsoft forms into your app you also use Power Automate - trigger when a form is submitted, then action - Dataverse connector. Hope that helps.
Great Video ! I have similar BPF where I want to select from a dropdown in a stage from another table rather than making a new entry. Any idea how to select instead new entry form ?
Hi Lisa, Great Videos! it really helps me understand more clearly about both BPF and model-driven apps. I have one question though: Do you know how to Stage-gate so that the user can only continue with the subsequent stages if the Approval cloud flow returns an Approved result? Thanks!
I've got this on my list of videos to make, stay tuned. The simplest way to do this is to have the approval column as a choice column with only one value - Approved. The default is blank. Then make that field mandatory, which will stage gate the business process flow. If you want that approval column to have other values - like rejected - then you can create a second Yes/No column and make that mandatory. In your flow set the value of that to Yes when the approval is valid. When a yes/no column is required, it will stage gate the BPF until the value is Yes.
Hello Lisa, thank you for this tutorial. This is super helpful. I have a question that I am hoping you can help me with. If I trigger a cloud flow from a BPF and send an email as part of the cloud flow, can I use fields from the tables associated with the BPF as dynamic content in the email? If a BPF is associated with a table that looks up other tables, can fields from the looked up tables be used as dynamic content in this way? Cheers
Yes, you can do that. It's all done in Power Automate so whatever table you use for the trigger, you already have that there for dynamic content. You'd need to use "Get Row by ID" to get related tables and then you can use that for dynamic content as well. I think I'll need to do a video on this!
Can u make a circular business process flow like go back if denied and start flow again, i know we can update stage using workflow , but it runs in the back ground
Hi Pavan, it's not simple to do on change of the stage, but this video shows how to do it based on update of a column *skip to the chapter at 9:50 th-cam.com/video/Q0d1SGYAseI/w-d-xo.html
Yes, you can create multiple business process flows for a table and then use the "process - switch process" option in the toolbar to select which one to use. You can only use one at a time on a particular record though. If you want them automatically assigned that needs some code.
Hi Lisa - Great video . Thanks for that. I was wondering if we could leverage the usage of a BPF table that gets created each time we create a BPF. Would love to understand a few use cases too.
The BPF has its own table but you don’t really use it except in Power Automate for some automation. You mostly use the table the BPF is connected to. What are you trying to achieve?
@@LisaCrosbie I was trying to figure out whats the purpose of the BPF table as its visible in the BPF details section and also under tables. So it made me wonder, why does it exist and what use cases can it be used for?
You can get the current user (and then their manager) using the Office 365 connector in Power Automate, and trigger that from a model-driven app / business process flow. There are also some suggestions here that might be a better fit for your use case; powerusers.microsoft.com/t5/Microsoft-Dataverse/Current-User-Name-and-Email-Id-in-Model-Driven-Application/td-p/1407769
thanks Felicia, you might find this video helpful: th-cam.com/video/1SEtK6cTcEo/w-d-xo.html Otherwise keep watching, I have another video planned on advanced find.
Hi Lisa, thank you for the very detailed flow! Question though, is there a specific security role that I need to enable for "Contributors" to have access to the Conditional stage? It seems to be working on my admin account and it reads the stage correctly. But on other accounts, the condition isn't working. Any ideas? TIA
You need to set the security roles that have access to the business process flow, but there isn't a separate security setting for the conditional branching. The only other thing that might be an issue is the field that is used for the condition, do all the users have the correct access to that?
Great tutorial Lisa, definitely something I'd always be getting back to when I experiment on BPFs. Question, in around 31:00 you showed the Dynamics 365 workflow. If our company is not using D365, do we need to go through this specific step?
Great tutorial Lisa. 1. I have not found any documentation or material around the BPF indicating active timer on the bpf. Is that data point accessible to the user for reporting? 2. When you go to campaign stage, it forces you to create a new record every time. It does not fetch any records to select if there is a campaign that you would create directly from the opportunity and not the BPF stage itself. I am looking to automate the stage movement based on certain data fields but this seems to not work! A response would be much appreciated! Thanks
Thanks so much. In answer to your questions: 1) The active time on the BPF is always displayed for the current stage, but if you want to record the time spent historically on previous stages then you need to do some configuration - set up columns to receive that which get a time and date stamp as you move from one stage to the next. 2) I don't really understand your question sorry - there is no campaign stage here. This whole BFP is built on a custom table called campaign. If you are working with opportunities, you could have a BPF on opportunity that had a lookup to campaign which would allow you to select and existing campaign. If you want to automate the movement of stages you can do that using a workflow - some instructions here, I haven't done a video on this yet community.dynamics.com/crm/f/microsoft-dynamics-crm-forum/375366/bpf-stage-change-based-on-workflow
I'm not sure what the problem is here. When you are building the business process flow, you don't see that timer. You can see it when you use it in the app, but just click on the round circle for the stage to expand it, and there will be a "next stage" button on the active stage.
Great content. 'Give it a burl' you said at 23 min roughly. Love it. 😁 I hope to - though I'd like to understand the licence pricing (not very clear in documentation I've read). Are the Makers (like our BA Team) the ones charged extra, or would this apply to other users contributing to data entry, approvals, etc?
That's my very Australian turn of phrase! To use business process flows, you are working with a model-driven app - all users who work with the app will need a premium Power Apps license.
I guess you have solved this by now but for everyone else: You need to click the name of the role. Now a new window open. Then go to the Business Process Flow tab and find the name of the process in the list. Set the required security level and save.
Hi, do you know when you create the business flow, you can see the data in tables. Can you embed that table data within Sahrepoint lists for example. Thanks
Thank you! I just made my first BP flow. However, for some reason it isnt showing up on the form by default. I have to go to the process tab at the top and select it. Otherwise it doesnt show a flow at all. Any idea what i might have done wrong?
Lisa, a query, how can a row of a table be made read-only according to the value of a column of the table, for example if it is Closed, the row is not editable from the form, Thanks !!!
You would use Power Automate - your trigger is when a Dataverse row is updated (filter by that column), then update a row (same row from the trigger) - you'll find the Status column in that update action, change it to Inactive. Deactivating a record makes it read only, no further edits allowed
So the way I understand it, business process flow only works with model driven apps? So if I were to implement both, I have to buy Power Apps and Power Automate license, correct?
Yes and no. You're right that you an only implement a business process flow in a model driven app.. However once you've paid for Power Apps licensing to build model driven apps, that includes some licensing for Power Automate, so you don't have to have a separate licence to create the business process flows.
This is the one you want to start with - genuinely for complete beginners. Then I also have a playlist on model driven apps going through each part in the next level of depth. Power Apps Model-Driven Apps: Tutorial for Complete Beginners th-cam.com/video/sRoRrteFkuQ/w-d-xo.html
I couldn't get email to send using workflow. Workflow status showed Succeeded, but there was no email. The server profile has Microsoft Exchange Online selected. Could you please advise if I'm missing something?
It doesn't do that automatically out of the box, you'd need to set up a flow in Power Automate to move to the next stage automatically based on the previous steps being completed.
That's not something you can do out of the box with low code. You could use an approvals process with stage gates (see this video), or else you'd need to work through the actual requirements for the right solution. th-cam.com/video/0tNQLj7uKwQ/w-d-xo.html
If you have a business process flow configured for the table but it's not appearing on the record, you can go to the button on the ribbon labelled "Process", then select "switch process and choose the business process flow you want to apply
@@LisaCrosbie thank you so much Thanks alot this is Very helpful but i this blog there is only color changing material How i can change the logo So If u dont mind When i stuck In Problem where i can message u?
You only see the locks on stages if the business process flow goes across multiple tables (entities). If you go from Lead to Opportunity, when you are on Lead, the stages on opportunity will show locked.Then when you move through to opportunity the stages on Lead will show locked. If you just build a business process flow on one table you won't see the locks.
Connect with me:
☕ Buy me a coffee: www.buymeacoffee.com/lisacrosbie
🦉 Learn more about AI: aka.ms/learnwithlisa
🖇 LinkedIn: www.linkedin.com/in/lisa-crosbie/
📼 TikTok: www.tiktok.com/@lisa.crosbie
🐦 X (Twitter): twitter.com/LisaCrosbie
📚Take my LinkedIn Learning Course: Microsoft Power Platform Fundamentals (PL-900) Exam: Power Apps www.linkedin.com/learning/microsoft-power-platform-fundamentals-pl-900-cert-prep-power-apps/
Hi Lisa I am application manager for Dynamics CRM and I would like to thank you warmly for all these amazing video tutorials you posted. It helps beyond imagination ! Merci beaucoup from France !!!!!!
Brilliant, filled in the blanks on the learning Microsoft learning path - make so much more sense when I can see it in action like this! Great work, please do keep it up!
Thanks so much for the encouragement, fully intend to keep it up, great to know it helps make sense of things, thank you.
Loved the advice to click-save for conditionals at about 16:20. That important nugget of information saved my sanity.
So glad to hear that, it's really not intuitive and it feels like you've missed something! Happy to have saved you the pain.
Thank you Lisa for your contribution to the community
Thanks for watching.
simple and easy to understand tutorial on business process flow. Thank you!
Clearly you are very passionate about this subject with a great deal of experience, added to this the excellent articulation of your demo makes for a very helpful and insightful tutorial. Thank you. PS: As of August 2022, you can no longer create or manage business process flows from Power Automate outside of the solution explorer. Business process flows and instances continue to be supported through the solution explorer, Power Apps, and Dataverse table views.
Thanks for the update Craig, that's really helpful.
Ohh the fun working with evergreen platforms. 🤣It's been several years since I created my last BPF. Here's the new (current) way of create a BPF:
Within the solution, select New > Automation > Process > Business process flow.
1. Give your flow a Display name and Name (LogicalName).
2. Select the table from which the flow will be used.
3. Select Create.
Much better, thanks very much @@PianoDentist
You are a very good instructor. God sent. Thank you.
Thanks so much
Lisa, you are such a great teacher👍
Thanks Lisa. 2 years later it's still helpful
Thanks Lisa for you videos, you don’t know how helpful they have been. Appreciate. I have a quick question, how can I limit users to a stage in the BPF. I am thinking a combination of security groups and different BPFs for the security role
Every video makes to watch further videos. Easy to learn. Thanks to you & Microsoft.
Glad to hear that, thank you.
Hi Lisa, first of all I would love to thank you for your amazing tutorials.
Second, I don’t know why I can’t find the BFS tab in Flows, even I’m the global administrator.
I tried to get an answer but no one helped me with that.
Things have moved around a fair bit since I recorded this video, you're right, it's not there any more now. You now need to navigate to Solutions (in either Power Automate or Power Apps), then open your solution, and you'll find it under +New>Automation>Process>Business Process Flow
Hi Lisa,appreciate your work, really helped me understand fundations of PAs
Awesome video. Better than Microsoft documentation!
Great information. Thank you. Wish I had watched it before starting to build out a BPF. Can you cover off permissions and privileges in Dataverse and environments and solutions. Thanks again.
Hi Lisa, thanks much for posting these great tutorials. Great learning for citizen developers.
My pleasure, thanks so much Sandra.
Your videos have really helped me understand Power Platform and pass my PL-900 exam, thank you.
I do have one question about Business Process Flows, and that’s how do I manage parallel steps which need to be taken by different teams? Designing the process as linear is really inefficient in some circumstances when activities can be performed at the same time.
Thanks John, so glad to hear you've passed your PL-900 and that I helped in some way, very much appreciate that. Your question about linear flows is interesting, BPFs don't really do that. You could certainly create multiple tasks under a stage and assign them to different teams. Can you give me more detail about your use case and I'll give this some more thought.
@@LisaCrosbie I have a similar business requirement, if there are any link regarding, creating multiple tasks under a stage and assign them to different teams, that would be really great. thank you for your content.
I keep coming back to this video as its just a great reference. Brilliant work. Would you be creating an advance version of this at some point and include other capabilities, such as workflows and action step?
Thanks, but no, those advanced topics aren’t on my list at this stage.
I have just come across this channel and the content is stunning. Thank you Lisa for sharing all these valuable material.
Very helpful tutorial. Thanks for bringing the tutorial example into the context of the Power Apps solutions.
That's great feedback, thanks so much, and very glad it was helpful for you
Great Video Lisa!!
Thank you!!
Excellent tutorial - bring em comming :)
Hello Lisa, thanks for this nice tutorial ... i built an immersive BPF with 5 stages ... if i stop the process for example at the second stage and save it i cant edit it again when i open it at the menu with the active flows because i only see the first stage and not the bar of the process in the top ... can you help me please
You speak English slowly. Thanks for that, my understanding English is not so good. But in this speed of speaking, i understand well. Thousands thanks therefore 🙏🏻
Thank you so much, that makes me very happy to hear that you can follow.
Thank you very much for this clear and straightforward video. BPF's seemed quite confusing, but now I can't wait to make my first one.
Excellent, so glad to have been able to help.
easy and helpful.
when in the workflow move from one stage to the other that includes a different data table, it is required to create a related record in the second table, you mentioned that we can create automation to do that action so the move to the next stage will be smooth, can you please elaborate, give hints on the way to do it?
Regards,
10:15 This step has changed a bit since the video was recorded. Now you can create the flow in the solution from the start. You just need to add it to the app by opening the app and then select it in the Automation tab.
Thanks for adding the update to help others. 😊
Simple Brilliant, just what is needed! THANK YOU
Hi Lisa, thanks for this great video. Is there any way to have the 'Next Stage' button appear before the new record is saved?
thank you that was useful, please how to make a field in Business Process Flow "read only" ?
Unfortunately you can't use the normal "read only" the way you do on a form but you can use Business Rules to lock the field - I show it in my video here th-cam.com/video/0tNQLj7uKwQ/w-d-xo.html
Great Video @lisa, you are my go to person for PowerApp.. it helps a lot.. can you please direct me to the part where we can automate the table linkage so the stage transmission is smoother..
Hi, thanks for your video, do we have the ability to disable the execute button in some status?
A very helpful tutorial. Can you give more information about conditions. I have requirement where I need to use both AND and OR statements in same conditions, but seems BPF allow only one condition to be used.
Yes, unfortunately it's not sophisticated enough to do that combination of logic.
Love your video and Presentation style. I love everyone I see. Thanking you with some $.
Thank you so much, very generous of you, appreciate that 😊
Great video. I have a question if I need to move back in the business workflow is it mandatory to meet the criteria set for the next stage? Or is there a workaround to move back in the stage without having to meet the pre-req of the next stage?
You are a rockstar! Thanks a lot for this video.
Thanks for watching!
Hi Lisa, thanks for the tutorial. It seems that business process flows helps a user navigate through a series of stages.
However, it doesn’t seem to have the ability reallocate responsibility to different users/teams at different stages. In this example, you may want to ‘lock’ the plan stage to a different user group. (Apologies if I’m wrong!)
Also, is it possible to change the page content at each stage for data input or can it only be done via the dropdown when clicking on the stage? It may be hard to view if there are many input fields required at a stage gate.
Thank you so much! It was really helpful
Very useful Lisa!
Glad it was helpful, thanks Emilio
Amazing video! Thanks, Lisa!
Thanks so much!
Lisa, very nice work.
I have a situation where i need to block the button to come back a stage, is this can be done natively or need JS?? Or even if it is possible to use JS??
Hi Lisa, thank very much for the videos. Just one question, am I able to reverse the BPF? Where step 4 is not satisfied with work done in step 2 and approval to proceed to step 5 is not granted until it goes back to step 2 for correction then proceeds step 3 >> step 4, etc. Thanks
very informative, thanks
Very helpful, love your videos!
Thank you so much Leah, really appreciate that.
Great tutorial. Very helpful. I am curious how you made the main form, the one when you hit "new" to still be read-only and then get populated by completing the quck-view form in the stage timeline? Is it possible to specify which Form is chosen when the NEW button is clicked on? (Or can I remove the "NEW" entirely and just use the "+" button from the upper-right to open the quickcreate side form?) Also, can you do a video where you combine these business process stages with Business rules? I could really use some insight in how they work together and when to use one vs. the other. Thanks.
yeah this was a great tutorial thankyou - not the easiest material to present but it was very slick.
Thank you very very much Lisa 💯💯 this is very nice and helpful for novices like us
My pleasure, thank you Raja 😊
Great video. Thank you.
Thank you thank you thank you!! I do love the Microsoft help documentation but it can get quite dry. This was very helpful!
You're welcome, thanks for watching and so glad to have been able to help.
Excellent tutorial. Thank you.😀
Thanks so much and thanks for watching Jagjit.
Hi Lisa, Great video. I have BPF set in dynamic 365 which is meant to populate a form I've created in dynamics. The form is created and the BPF is ready. My problem is how I can establish the connection to the third party document. And oh I can take the customer inputs in MS Forms too. My challenge is that, when I create a new process under Processes I don't see the option to start an automated flow with the connectors. I don't know if my question is clear
I'm not entirely clear on your question, and I think you have multiple questions so I will do my best. The answer is Power Automate, that allows you to connect to other systems. To connect to or create a third party document you will need to use a document generation tool in Power Automate - Word is a good starting point if it's not complex. To get data from Microsoft forms into your app you also use Power Automate - trigger when a form is submitted, then action - Dataverse connector. Hope that helps.
Great Video ! I have similar BPF where I want to select from a dropdown in a stage from another table rather than making a new entry. Any idea how to select instead new entry form ?
The only way to add another table in the business process flow is to use a lookup column (lookup and connect to another table), would that work?
Hi Lisa, Great Videos! it really helps me understand more clearly about both BPF and model-driven apps.
I have one question though: Do you know how to Stage-gate so that the user can only continue with the subsequent stages if the Approval cloud flow returns an Approved result? Thanks!
I've got this on my list of videos to make, stay tuned. The simplest way to do this is to have the approval column as a choice column with only one value - Approved. The default is blank. Then make that field mandatory, which will stage gate the business process flow. If you want that approval column to have other values - like rejected - then you can create a second Yes/No column and make that mandatory. In your flow set the value of that to Yes when the approval is valid. When a yes/no column is required, it will stage gate the BPF until the value is Yes.
Hello Lisa, thank you for this tutorial. This is super helpful. I have a question that I am hoping you can help me with. If I trigger a cloud flow from a BPF and send an email as part of the cloud flow, can I use fields from the tables associated with the BPF as dynamic content in the email? If a BPF is associated with a table that looks up other tables, can fields from the looked up tables be used as dynamic content in this way? Cheers
Yes, you can do that. It's all done in Power Automate so whatever table you use for the trigger, you already have that there for dynamic content. You'd need to use "Get Row by ID" to get related tables and then you can use that for dynamic content as well. I think I'll need to do a video on this!
Any idea why Flow Step is still in preview 2 years after this video? I rely on it and would be in a lot of trouble if they decided to deprecate it
Can u make a circular business process flow like go back if denied and start flow again, i know we can update stage using workflow , but it runs in the back ground
Hello Lisa, How can we update a field with current date when a user has completed a stage in BPF workflow?
Hi Pavan, it's not simple to do on change of the stage, but this video shows how to do it based on update of a column *skip to the chapter at 9:50 th-cam.com/video/Q0d1SGYAseI/w-d-xo.html
Great tutorial, it is possible to trigger more than once a business process flow in a row of a Dataverse table ?
Yes, you can create multiple business process flows for a table and then use the "process - switch process" option in the toolbar to select which one to use. You can only use one at a time on a particular record though. If you want them automatically assigned that needs some code.
Hi Lisa - Great video . Thanks for that. I was wondering if we could leverage the usage of a BPF table that gets created each time we create a BPF. Would love to understand a few use cases too.
The BPF has its own table but you don’t really use it except in Power Automate for some automation. You mostly use the table the BPF is connected to. What are you trying to achieve?
@@LisaCrosbie I was trying to figure out whats the purpose of the BPF table as its visible in the BPF details section and also under tables. So it made me wonder, why does it exist and what use cases can it be used for?
I figured a use. When the bof stages move from one stage to another a power automate flow can update the status of that table.
Thank you so much. But How do I get current user in model driven app to compare with a column that look up to User table?
You can get the current user (and then their manager) using the Office 365 connector in Power Automate, and trigger that from a model-driven app / business process flow. There are also some suggestions here that might be a better fit for your use case; powerusers.microsoft.com/t5/Microsoft-Dataverse/Current-User-Name-and-Email-Id-in-Model-Driven-Application/td-p/1407769
Great video
Love this, but how do I create an advanced find view to filter and view each stage in opportunities?
thanks Felicia, you might find this video helpful: th-cam.com/video/1SEtK6cTcEo/w-d-xo.html
Otherwise keep watching, I have another video planned on advanced find.
I’m getting a message saying don’t have the right permissions. What “role” do I need to be assigned to create this type of power app please?
Hi Lisa, thank you for the very detailed flow! Question though, is there a specific security role that I need to enable for "Contributors" to have access to the Conditional stage? It seems to be working on my admin account and it reads the stage correctly. But on other accounts, the condition isn't working. Any ideas?
TIA
You need to set the security roles that have access to the business process flow, but there isn't a separate security setting for the conditional branching. The only other thing that might be an issue is the field that is used for the condition, do all the users have the correct access to that?
Great tutorial Lisa, definitely something I'd always be getting back to when I experiment on BPFs. Question, in around 31:00 you showed the Dynamics 365 workflow. If our company is not using D365, do we need to go through this specific step?
Thanks so much. The Workflows are just one of the tools available, it's not something you need to use, you can have BPFs without using it at all.
Great tutorial Lisa.
1. I have not found any documentation or material around the BPF indicating active timer on the bpf. Is that data point accessible to the user for reporting?
2. When you go to campaign stage, it forces you to create a new record every time. It does not fetch any records to select if there is a campaign that you would create directly from the opportunity and not the BPF stage itself. I am looking to automate the stage movement based on certain data fields but this seems to not work!
A response would be much appreciated!
Thanks
Thanks so much. In answer to your questions:
1) The active time on the BPF is always displayed for the current stage, but if you want to record the time spent historically on previous stages then you need to do some configuration - set up columns to receive that which get a time and date stamp as you move from one stage to the next.
2) I don't really understand your question sorry - there is no campaign stage here. This whole BFP is built on a custom table called campaign. If you are working with opportunities, you could have a BPF on opportunity that had a lookup to campaign which would allow you to select and existing campaign. If you want to automate the movement of stages you can do that using a workflow - some instructions here, I haven't done a video on this yet community.dynamics.com/crm/f/microsoft-dynamics-crm-forum/375366/bpf-stage-change-based-on-workflow
Hi Lisa great tutorial, this helped me.
But I'd like to ask you a question. How can I show a toggle instead of yes / no in the business process flows?
You can, but it's a bit fiddly - you'll find the documentation here docs.microsoft.com/en-us/power-automate/custom-controls-business-process-flows
Hi Lisa ,
I stuck while building the flow. The timer (
I'm not sure what the problem is here. When you are building the business process flow, you don't see that timer. You can see it when you use it in the app, but just click on the round circle for the stage to expand it, and there will be a "next stage" button on the active stage.
How to make the box with text scroll across the bottom of the screen?
very interesting Lisa! could you make a video for power automate?
Indeed, yes, it's on my list :-)
Great content. 'Give it a burl' you said at 23 min roughly. Love it. 😁 I hope to - though I'd like to understand the licence pricing (not very clear in documentation I've read). Are the Makers (like our BA Team) the ones charged extra, or would this apply to other users contributing to data entry, approvals, etc?
That's my very Australian turn of phrase! To use business process flows, you are working with a model-driven app - all users who work with the app will need a premium Power Apps license.
@@LisaCrosbie Thanks Lisa - being Aussie myself I picked up on that. :)
Hi Lisa,
Have you thought about having a github repository for some of the tutorials?
Thanks, more than I can get to at this stage, but I'll keep it as a good idea for future, thanks
whay i dont have tab buisness process flows ?
Hi. I don´t know what happens on 9:37. I open the role window but there´s no way to save the chosen ones. How can you save them? Thanks.
I guess you have solved this by now but for everyone else: You need to click the name of the role. Now a new window open. Then go to the Business Process Flow tab and find the name of the process in the list. Set the required security level and save.
Excellent!
Hi, do you know when you create the business flow, you can see the data in tables. Can you embed that table data within Sahrepoint lists for example. Thanks
No, the data here is all in Dataverse, you can't build this with SharePoint lists.
great video!
Thank you! I just made my first BP flow. However, for some reason it isnt showing up on the form by default. I have to go to the process tab at the top and select it. Otherwise it doesnt show a flow at all. Any idea what i might have done wrong?
It won't go back and apply it to existing records automatically but it should come up when you create a new record?
@@LisaCrosbie ah I see, thank you
Lisa, a query, how can a row of a table be made read-only according to the value of a column of the table, for example if it is Closed, the row is not editable from the form, Thanks !!!
You would use Power Automate - your trigger is when a Dataverse row is updated (filter by that column), then update a row (same row from the trigger) - you'll find the Status column in that update action, change it to Inactive. Deactivating a record makes it read only, no further edits allowed
@@LisaCrosbie muchas gracias !!!!
So the way I understand it, business process flow only works with model driven apps? So if I were to implement both, I have to buy Power Apps and Power Automate license, correct?
Yes and no. You're right that you an only implement a business process flow in a model driven app.. However once you've paid for Power Apps licensing to build model driven apps, that includes some licensing for Power Automate, so you don't have to have a separate licence to create the business process flows.
Good videos Lisa, but this one is confusing and not really for beginners - where/how do I setup the dataverse table?
This is the one you want to start with - genuinely for complete beginners. Then I also have a playlist on model driven apps going through each part in the next level of depth. Power Apps Model-Driven Apps: Tutorial for Complete Beginners
th-cam.com/video/sRoRrteFkuQ/w-d-xo.html
Nice Video Very helpful
Glad it helped, thanks Javed.
where is Business Process flow as it is not where in my app from where i can get it?
I couldn't get email to send using workflow. Workflow status showed Succeeded, but there was no email. The server profile has Microsoft Exchange Online selected. Could you please advise if I'm missing something?
Sorry, that's too hard for me to troubleshoot here. You might want to try in the Dynamics 365 community forum.
How do you Advance the Process Bar automatically after all your fields are all filled, instead of clicking next?
It doesn't do that automatically out of the box, you'd need to set up a flow in Power Automate to move to the next stage automatically based on the previous steps being completed.
Is it possible to use other data sources like SharePoint instead of Table in BPF?
No, this is built on Dataverse and is part of the model driven app. None of that works with SharePoint.
@@LisaCrosbie Apart from model driven app, is it possible to use BPF with canvas app.
Hi Lisa, do you offer support one on one?
Sorry, no, I don’t.
Please help ! I can not find the 'Business Process Flows.
create a solution , flows - business process flows
thanks Lisa
How can we provide security role at each stage of the flow
That's not something you can do out of the box with low code. You could use an approvals process with stage gates (see this video), or else you'd need to work through the actual requirements for the right solution. th-cam.com/video/0tNQLj7uKwQ/w-d-xo.html
@@LisaCrosbie thanks for your reply 😊
its an incomplete in flow action of approval or rejected,thanks
You might find this helpful th-cam.com/video/Q0d1SGYAseI/w-d-xo.html
Can we business process flow in canavas apps?
You can create similar things but no, this doesn’t go into a canvas app in the same way.
I wish I knew how to use a business process flow on an already existing record.
If you have a business process flow configured for the table but it's not appearing on the record, you can go to the button on the ribbon labelled "Process", then select "switch process and choose the business process flow you want to apply
My bookmarks
Making something mandatory (Stage Gating): 07:57
Brilliant
What does the Categories do? They seem to have no effect?
They are useful if you want to map your BPF to a pipeline report or chart, otherwise they aren’t useful.
didnt show what to do after selecting security roles
Anyone guide me how to change the color and.logo of Bussiness process flow to.power apps
Carl de Souza has done a great blog post on it here carldesouza.com/change-the-color-of-business-process-flows-to-power-apps-purple/
@@LisaCrosbie thank you so much Thanks alot this is Very helpful but i this blog there is only color changing material How i can change the logo So If u dont mind When i stuck In Problem where i can message u?
iam nt getting locks on stages ? wht can be the reason
You only see the locks on stages if the business process flow goes across multiple tables (entities). If you go from Lead to Opportunity, when you are on Lead, the stages on opportunity will show locked.Then when you move through to opportunity the stages on Lead will show locked. If you just build a business process flow on one table you won't see the locks.