Dynamics CRM 2013 – Workflow Processes (Part 1)

This post is in continuation with the previous blog post Dynamics CRM 2013 – Processes Overview

 

In this post:

Workflow Processes

Where do you customize workflow processes?

Creating Workflows – Create Process Dialog

Configuring workflow properties

Security Context of Workflow Processes

Activating a workflow

 

Workflow Processes

  • Automate business processes

  • Work without user interface

  • Usually do not require any user interaction

  • Each workflow process is associated with a single entity

Where do you customize workflow processes?

  • You can see workflows in your organization by viewing

    • Settings > Customizations > Customize the System > Default Solution > Processes

    • To filter out the workflow processes from other type of processes you may filter the workflows using Category column filter

  • Dynamics CRM users, customizers and business analysts may create or modify workflows using the web application

  • Developers can also create workflows using information in theMicrosoft Dynamics CRM 2013 SDK

  • Solutions you purchase may include workflows that you may modify

Creating Workflows – Create Process Dialog

  • When you create a new workflow the Create Process dialog appears

Create Process Dialog

1. Create Process Dialog

  • The dialog requires you to set three properties that are shared by all other types of processes also:

    • 1) Process Name

      • Doesn’t need to be unique.

      • Naming convention is recommended to clearly identify processes from each other

    • 2) Category

      • To determine that this is a workflow process

    • 3) Entity

      • Each workflow process is associated with a single entity (for instance account entity)

      • Entity cannot be changed once set

  • Additionally you may set:

    • 4) Run this workflow in the background (recommended)

      • As soon as you change the Category to Workflow, this option will appear

      • This setting determines whether the workflow is a real-time or background workflow

      • Real-time workflows

        • Run immediately (synchronously)

        • Do not allow for wait conditions

      • Background workflows

        • Run in the background (asynchronously)

        • Allow for wait conditions

      • As long as the wait conditions are not used, the background workflows can be converted to real-time workflows and vice versa. This is because the real-time workflow executes in the synchronous fashion so it cannot wait for any periods of time.

    • 5) Type

      • This option is available for workflow processes and other processes except Business Flow Processes

      • Specifies whether to build a new workflow from scratch or to start from an existing template

      • If the New process from an existing template option is selected you can choose from the available workflow processes that were previously saved as a process template (See the Activate As section in this post below)

Configuring workflow properties

  • After you create the workflow you will have following additional properties:

Configuring Workflow Properties

2. Configuring Workflow Properties

  • Activate As

    • You can activate the workflow as a Process itself or a Process template to create an advanced starting point for other templates

    • If you configure the workflow as Process template

      • It will not be available to run as a workflow itself

      • Instead, it will be available to select in the Create Process dialog as a process template in Type option

      • When you have number of similar workflow processes and want to define them without duplicating the same logic, you may first define the similar logic in a Process template and use this as a template for all similar workflows

      • NOTE: A new workflow created using a template is a copy of the content in the template, so editing a process template doesn’t change the behaviors of any existing workflows based on that template.

  • Available to Run

    • This section contains options that describes how the workflow is available to be run

    • Run this Workflow in the background (recommended)

      • This checkbox reflects the option you selected at the time of workflow creation

      • Disabled, but you can change it from the Actions menu by choosing either Convert to a real-time workflow or Convert to a background workflow

    • As an on-demand process

      • Select this checkbox if you want to allow users to run this workflow from the Run Workflow command

    • As a child process

      • Select this checkbox if you want to allow the workflow to be available to be started from another workflow

  • Scope

    • Controls the application of workflow logic to a subset of records that fall within the scope

    • For user-owned entities (for e.g. Account entity), available options are

      • Organization

      • Parent: Child Business Units

      • Business Units

      • Users

    • For Organization-owned entities (for e.g. Product entity), the only option is Organization

  • Start When

    • To specify when a workflow should start automatically

    • The options are

      • Record is created

      • Record status changed

      • Record is assigned

      • Record fields change

      • Record is deleted

    • Real-time workflows can additionally be configured to be run before or after certain events (Background workflows can’t)

    • NOTE: If you configure a workflow to perform an action that can’t be performed, it will fail and the entire workflow will fail. For example:

      • To update the record that has been deleted

      • To update the record before it is created (can’t be done by a real-time workflow)

  • Execute As

    • This option is available only for real-time workflows (i.e. Run this workflow in the background is unchecked). Available options are:

    • The owner of the workflow

      • The actions workflow can perform are limited to those the owner (not essentially the initiating user) could perform based on the privileges and access levels defined by his security role(s)

    • The user who made changes to the record

      • The actions workflow can perform are limited to those the user could perform based on the privileges and access levels defined by his security role(s)

Configuring Workflow Properties - Real-time

3. Configuring Workflow Properties – Real-time

Security Context of Workflow Processes

  • A background workflow is executed in the security context of “the user who made changes to the record” when :

    • It is configured as an on-demand process

    • And is started by a user using a Run Workflow command

  • A background workflow is executed in the security context of “the owner of the workflow” when started based on an event

  • For real-time workflows you have the Execute As option to decide whether the workflow should run in the security context of the owner of the workflow or in the context of the user who made changes to the record

Activating a workflow

  • Before a workflow can be used manually or be applied due to events it has to be activated

  • Before a workflow can be activated it must contain at least one step

  • To edit a workflow it must be deactivated first

  • Workflow can only be activated or deactivated by

    • workflow owner, or

    • someone with the Act on Behalf of Another User privilege such as the system administrator

  • Any user who is not the owner of the workflow and not a system administrator and need to edit the workflow, he will need the owner or the system administrator:

  • to deactivate the workflow; and

  • to assign it to him

  • To activate real-time workflows a user must have the Activate Real-time Processes privilege

  • Real-time workflows have a greater risk of affecting system performance, so only people who can evaluate potential risk should be given this privilege


Reference:Microsoft Dynamics CRM 2013 Implementation Guide

Video: Microsoft Dynamics CRM 2013 Processes New Features – Real Time Workflows

Advertisements
Tagged with: , , , , , ,
Posted in Dynamics CRM, Dynamics CRM - Customization and Configuration
2 comments on “Dynamics CRM 2013 – Workflow Processes (Part 1)
  1. […] This post is in continuation with the previous blog post Dynamics CRM 2013 – Workflow Processes (Part 1) […]

  2. […] Dynamics CRM 2013 – Workflow Processes (Part 1) […]

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s

%d bloggers like this: