What are the types of workflows in Dynamics 365?

Background Workflow (Asynchronous)

Note: It is now recommended to use Microsoft Flow instead of background workflow.

In the screenshot above you can see the background workflow. Let us discuss each option in detail:

  • Process Name
    • It is the name of the workflow.
    • Try giving a meaningful name, so that you can identify and make changes later. For example, a name that suggests why you created the workflow and what it does.
  • Activate As
    • You have an option to activate this workflow as a Process (which can work independently) or Process Template (to reuse).
  • Available to Run
    • Run this workflow in the background (default).
      In case of background process, this option is always selected and cannot be edited.
    • As an on-demand process.
      With this option selected, the workflow will be available for users to run it on demand, i.e. users can trigger the process.
    • As a child process.
      With this option selected, this workflow can also be called by other workflows.
  • Workflow Job Retention
    • Automatically delete completed workflow job.
      You can select this option to save disk space. Whenever you run a workflow, it runs a job in the background. In case you have selected this option, the system then deletes that job once it is completed.
  • Entity
    • Specify for which entity this workflow will run.
  • Category
    • Workflow are part of processes in D365
  • Scope
    • Scope of the workflow (with ownership)
    • This defines till which level this workflow can be executed. This is dependent on Ownership, which you can defile under “Administration” tab.
    • User
      The workflow will run only on records that the user owns.
    • Business Unit
      The workflow will run only on all records that are available in a Business Unit.
    • Parent: Child Business Unit
      The workflow will run on all records that are available in the parent Business Unit and its child Business Units.
    • Organization
      The workflow will run for all the users available in the organization.
  • Start When
    • When the workflow must execute
      • Record is created
      • Record status changes
      • Record is assigned
      • Record field change
      • Record is created

Real-Time Workflow (Synchronous)

  • Available to Run
    • Run this workflow in the background (disabled)
    • As an on-demand
    • As a child process
  • Workflow Log Retention
    • Keep logs for workflow jobs that encounter errors.
      If a workflow job fails, you might want to keep the logs to examine later.
  • Options for Automatic Processes
    • Scope
      Same options as background workflow.
    • Start When
      • Record is Created (After only)
      • Record Status Changes (Before and After)
      • Record is Assigned (Before and After)
      • Record is Deleted (Before only)
    • Execute as
      • The owner of the workflow
      • The user who made changes to the record

Workflow Components

These are the operations that you can perform when you are executing a workflow:

  • Stage
    Allows you to organize workflow so it is easy to manage.
  • Check Condition
    Allows you to check conditions on field’s value (of entities) – If then Else.
  • Conditional Branch
    Works with the “Check Condition” as If-then and otherwise If-then.
  • Default Action
    Default action works always as Otherwise (without a condition).
  • Create Record
    Created a record of an entity.
  • Update Record
    Update a record of an entity.
  • Assign Record
    Assign a record to User or Team.
  • Send Email
    Send an e-mail.
  • Start Child Workflow
    Start a child workflow.
  • Perform Action
    Allows you to invoke actions. These are types of process without writing a code.
  • Change Status
    Allows you to changes status of the entity record.
  • Stop Workflow
    Stops the workflow as either Cancelled or Succeeded.