Stages, workflows, and action steps are fundamental components in creating an efficient business process flow(BPF). With Microsoft Power Platform, you can easily integrate these elements to customize your business processes seamlessly. This post will give you a step-by-step guide on how to add stages, workflows, and action steps to a BPF in context of the PL-200 Microsoft Power Platform Functional Consultant exam.
1. Adding Stages to a Business Process Flow (BPF)
A stage in a BPF represents a phase in your process. Each stage contains steps that need to be accomplished for the process to move to the next stage.
To create stages in a BPF:
- Navigate to the Power Platform admin center.
- Select ‘Solutions’ and open the solution that contains your BPF.
- Open the BPF to which you’ll add stages.
- In the BPF designer, click on ‘Add Stage’, and input a stage name and description.
Note that the default stage in a BPF is a ‘Condition’ stage, which implies logical conditions that your process must meet before moving to the next stage. However, you can switch this to a standard stage.
2. Adding Workflows to a BPF
A workflow is a prearranged series of steps or activities necessary to complete a task. Within a BPF, you can use workflows to automate these steps.
For instance, if you have a sales process flow with a stage for ‘Qualifying Leads’, you may want to automate an email notification to a sales manager each time a lead moves to this stage. This is where workflows come in.
To add a workflow to a BPF:
- Navigate to the Solutions window.
- Click ‘New’, and then select ‘Process’.
- In the ‘Create Process’ Window, enter a process name, select your BPF in the ‘Entity’ field, and then select ‘Workflow’ in the ‘Category’ field. Click ‘OK’.
- Design your workflow according to the required steps. Using the example given, your workflow may involve sending an email to the sales manager once the ‘Qualifying Leads’ stage is reached.
3. Adding Action Steps to a BPF
An action step in a BPF enables you to automate a particular action within a stage in the process.
To add action steps:
- Open the BPF designer and select the stage where you want to add an action.
- Click ‘Add Action Step’.
- In the right-side pane, add the necessary details for the action step.
Remember that an action is a form of process that doesn’t run in real-time and is typically intended to be called by other processes such as workflows, BPFs, or even custom applications.
In conclusion, understanding how to add stages, workflows, and action steps can greatly streamline your organization’s business processes. This not only improves efficiency but also reduces manual workload by automating repetitive tasks. Therefore, as a PL-200 Microsoft Power Platform Functional Consultant candidate, it’s paramount to master these concepts and be able to execute them proficiently. This knowledge and practice combined with Microsoft’s Power Platform can empower you to add immense value to any organization.
Practice Test
True or False: Stages in a business process flow allow for the organization of various steps.
• True
• False
Answer: True.
Explanation: Stages provide a way to categorize the steps in your business process flow. They essentially work as containers for steps.
What does a workflow in the context of a business process flow in Microsoft Power Platform refer to?
• a) A stage with multiple steps.
• b) The order of steps in a stage.
• c) An automated process triggered by specific criteria.
Answer: c) An automated process triggered by specific criteria.
Explanation: In the context of Power Platform, a workflow is an automated process that gets triggered based on specified criteria.
Can you delete a stage from a business process flow in Microsoft Power Platform?
• a) Yes, at any time.
• b) No, never.
• c) Yes, but only if it doesn’t contain any steps.
Answer: a) Yes, at any time.
Explanation: You can delete a stage from a business process flow in Microsoft Power Platform. However, it’s essential to consider the impact this may have on active instances of the process.
True or False: It’s possible to control the order of stages in a business process flow.
• True
• False
Answer: True.
Explanation: The order of stages in a business process flow can be controlled. You can use drag-and-drop in the designer to change the order.
You can use condition branches in Microsoft Power Platform to:
• a) Execute an action only when certain criteria are met.
• b) Group several related steps together.
• c) Set the order of stages in a business process flow.
Answer: a) Execute an action only when certain criteria are met.
Explanation: Condition branches are used in business process flows or workflows to run an action or set of actions only when specific conditions are met.
True or False: You cannot add more than one step in a single stage.
• True
• False
Answer: False.
Explanation: A stage can include more than one step. Steps define the input needed to proceed to the next stage.
Which component in a business process flow can use data from previous stages?
• a) Workflows
• b) Action steps
• c) Both workflows and action steps
Answer: c) Both workflows and action steps.
Explanation: Both workflows and action steps can use data entered in steps from any previous stage in the process.
True or False: An action step can be linked to multiple stages.
• True
• False
Answer: False.
Explanation: An action step in a business process flow is specific to one stage only.
The role of an action step in a business process flow is to:
• a) Represent a phase in the process
• b) Collect input or present data to the user
• c) Both represent a phase in the process and collect input or present data to the user
Answer: b) Collect input or present data to the user.
Explanation: An action step in a business process flow is used to collect input or present relevant data to the user.
Stages, workflows, and action steps in a business process flow are designed to be:
• a) Sequential
• b) Parallel
• c) Random
Answer: a) Sequential
Explanation: A business process flow guides users through a specific process sequence. Therefore, stages, workflows, and action steps are designed to be sequential.
Interview Questions
What tool in Microsoft Power Platform allows you to design comprehensive workflows and stages?
The tool in MS Power Platform that allows you to design comprehensive workflows and stages is the Power Automate.
What is a Business Process Flow in Microsoft Power Platform?
A Business Process Flow in Microsoft Power Platform is a guide, using which a user can move through a required procedure or process, ensuring all stages of the process are correctly implemented.
How can you add a stage to a business process flow?
To add a stage to a business process flow, go to the Business Process Flow Designer and click on the ‘Add Stage’ button. Next, specify the details of the new stage and save your changes.
What is an action step within a business process flow?
Within a business process flow, an action step is a specific action that a user should complete to move forward in the process.
Can multiple workflows be included in one business process flow?
Yes, multiple workflows can be included in a single business process flow to enhance the complexity and functionality of the flow.
What are the prerequisites for adding action steps to a Business Process Flow?
The prerequisites for adding action steps to a Business Process Flow include having appropriate permissions in Power Automate, and a clear understanding of the business process.
How can you delete a workflow from the business process flow?
You can delete a workflow from the business process flow by selecting the specific workflow and pressing the delete button.
Which Power Platform Components support the use of Business process flows?
The Power Platform Components that support the use of Business process flows include Power Apps Model-Driven Apps and Dynamics 365 apps.
How can a user switch between stages in a Business Process Flow?
A user can switch between stages in a business process flow using the ‘Next Stage’ and ‘Previous Stage’ buttons.
What is the purpose of branching in a Business Process Flow?
The purpose of branching in a Business Process Flow is to create different paths of execution based on condition evaluations. This allows the Business Process Flow to adapt based on user input or other conditions, making it more flexible.
Can a business process flow in Microsoft Power Platform span across multiple entities?
Yes, within Microsoft Power Platform, a business process flow can span across multiple entities.
How do you navigate to the Business Process Flow designer?
To navigate to the Business Process Flow designer, you go to Power Apps Maker Portal, select Solutions, open an existing solution or create a new one, and lastly, under the solution entities, select New and choose Business Process Flow.
How many stages can be included in a Business Process Flow in Power Automate?
In Power Automate, you can include up to 30 stages in a single Business Process Flow.
How can the order of stages be altered within a Business Process Flow?
The order of stages can be altered within a Business Process Flow by dragging and dropping the desired stage to its new position in the stages list in the Business Process Flow designer.
What are the two types of steps you can add in a stage in a Business Process Flow?
The two types of steps you can add in a stage in a Business Process Flow are Data Steps and Action Steps.
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