Configuring a workflow is one of the most critical tasks a Microsoft Power Platform Functional Consultant may be required to perform. In this context, a workflow refers to a set of interconnected and automated activities that perform tasks in Microsoft Power Platform environments. It can range from the simple task of data manipulation to the complex process involving multiple entities.
Understanding Workflow Basics
Workflow on Power Platform is a tool used to automate business processes. It is designed to move through a series of tasks in an orderly, predictable, and dependable fashion. These tasks (or steps), which make up the workflow, can be initiated either manually or automatically following a specific condition.
The basic elements of a workflow in Microsoft Power Platform include:
- Workflow: This is the overarching process that includes several steps.
- Step: This is an individual action carried out in the workflow.
- Condition: It’s the criteria that determine if a step will be executed.
- Action: These are specific tasks performed when a condition is met.
Steps to Configure a Workflow
Here are the step-by-step instructions on how to configure a workflow on Microsoft Power Platform:
- Open the Power Apps Portal – From the Office 365 homepage, click on the Power Apps icon and you’ll be redirected to the Power Apps homepage.
- Open the Solutions Area – On the left-hand side of the Power Apps homepage, click on ‘Solutions’. This will take you to the solutions window where you can view, manage, or create workflows.
- Create a New Workflow – Click on ‘New Solution’ at the top of the window, fill in your solution’s data, then save. Click on the process button, fill in the name, and set the category as ‘Workflow’.
- Set the Entity – Set the entity as necessary. The entity often corresponds to the type of data that the workflow would manipulate.
- Configure Workflow Settings – Configure the additional settings, which includes how your workflow is to be started.
- Define the Workflow Steps – Click on ‘Add Step’ and then select from the drop-down menu the type of action you want the step to perform. Here, you can also add conditions before actions are completed.
- Save and Activate the Workflow – Finally, save and activate the workflow. You can also test the workflow in sandbox mode or debug it.
Examples in Configuring a workflow
Here is a simple example. Let’s consider configuring a workflow that updates the status of a service request in a customer service scenario.
Let’s say anytime a service ticket is marked as resolved, the customer is sent a notification email. Here, the service ticket is the entity, the trigger condition is the status marked as ‘resolved,’ and the email notification is the action.
So, in the workflow configuration,
- In step 3, you will set your process name as ‘Customer Ticket Resolution’ and set the category as ‘Workflow’.
- For step 4, the entity would be ‘service tickets’.
- For step 5, the options ‘As an on-demand process’ should be unchecked, ‘Record is created’ should be checked.
- In step 6, you add a conditional step, stating that if ‘service ticket status equals resolved’, then an action step should ‘send an email to the customer’.
This is a simple instance, but workflows can be as complex as the business processes they were designed to automate.
In conclusion, learning to configure a workflow is an essential skill for a Microsoft Power Platform Functional Consultant. This process’s ability to automate routine tasks helps businesses improve efficiency and productivity.
Practice Test
True or False: Workflows in Microsoft Power Platform can be designed to run only once.
- True
- False
Answer: False
Explanation: Workflows in Microsoft Power Platform can be designed to run multiple times or continuously based on the specified criteria or events.
True or False: Workflow processes can only be run manually.
- True
- False
Answer: False
Explanation: Workflow processes can be designed to run automatically based on a specific event trigger, or they can be run manually.
Which type of workflows in Microsoft Power Platform can be initiated by users or system events?
- A. On-Demand
- B. Business rules
- C. All of the above
- D. None of the above
Answer: A. On-Demand
Explanation: On-Demand workflows can be initiated by users or system events.
True or False: Workflow processes can be used to automate standard processes, reducing the amount of manual work.
- True
- False
Answer: True
Explanation: Workflow processes in Microsoft Power Platform are designed to automate processes, which increases efficiency by reducing the amount of manual work.
Which type of workflows can be started automatically based on a specific event?
- A. Business rules
- B. On-Demand
- C. Background
- D. Manually
Answer: C. Background
Explanation: Background workflows are triggered by specific events and run without any user intervention.
True or False: To configure a workflow, you need to have the system administrator or system customizer security role.
- True
- False
Answer: True
Explanation: System administrator or system customizer security role are required to configure a workflow in Microsoft Power Platform.
Which option from the following is not part of the configure workflow process?
- A. Activating the workflow
- B. Defining the workflow logic
- C. Customizing the workflow scope
- D. Renaming the workflow
Answer: D. Renaming the workflow
Explanation: While configuring a workflow, you activate the workflow, define the workflow logic and customize its scope. Renaming the workflow is not part of the configuration process.
Which of the following does the MS Power Platform allow to create and manage?
- A. Automation
- B. Analytics
- C. Actionable insights
- D. All of the above
Answer: D. All of the above
Explanation: Microsoft Power Platform is a comprehensive platform that allows creation and management of analytics, automation and actionable insights.
True or False: Workflow can only be created in solutions.
- True
- False
Answer: False
Explanation: In Microsoft Power Platform, workflows can be created in and outside of solutions.
True or False: Workflow can seamlessly integrate Dynamics 365 applications and services.
- True
- False
Answer: True
Explanation: Workflow in MS Power Platform provides the ability to integrate with different dynamics 365 applications and services.
Interview Questions
What is a workflow in Microsoft Power Platform?
In Microsoft Power Platform, a workflow is an automated process that performs actions or tasks when specific conditions or triggers are met.
What are the different types of workflows that can be configured in PL-200 Microsoft Power Platform?
There are four types of workflows: background workflows, real-time workflows, business process flows, and dialogue.
When configuring a workflow in Power Platform, what do we mean by specifying a trigger condition?
Specifying a trigger condition means defining the exact circumstances under which the defined tasks in the workflow should be automatically initiated.
What are the two types of steps we can add to a workflow in Microsoft Power Platform?
There are currently two types of steps available: action steps and condition steps.
What is the difference between a real-time workflow and a background workflow?
Real-time workflows are executed immediately when the specified event occurs, while background workflows are run asynchronously in the system’s background.
What elements can be included in configuring workflows in Power Platform?
The elements that can be included in configuring workflows are: record fields, actions (like updating, creating, or deleting), querying data, using branching logic, sending notifications, and waiting until a specific condition is met before proceeding.
What does the term ‘scope’ mean when configuring workflows in Power Platform?
The ‘scope’ defines the extent that the workflow will cover. It can be set to User (only applies to the user who made some change), Business Unit (applies to the entire business unit of that user), Parent-Child business units, or Organization (applies to whole organization).
What does the ‘Start when’ function determine in configuring workflows in Power Platform?
The ‘Start when’ function in workflows determines when the workflow is initiated, such as when a record is created, a field is updated, or a status changes.
Can a workflow be configured to run on demand in Power Platform?
Yes, a workflow can be configured to be started manually on demand.
How do you publish a workflow in Microsoft Power Platform?
To publish a workflow, open it in the Workflow Designer and click ‘Activate’ from the toolbar at the top.
What is the significance of the ‘Wait’ condition in configuring workflows in Power Platform?
The ‘Wait’ condition halts the progress of the workflow until a specific event or condition is met.
What is the ‘Check condition’ step in a workflow in Power Platform?
The ‘Check condition’ step in a workflow allows you to add conditional logic. If the condition is met, the workflow will retake the next actions specified; if not, it skips those actions.
What is a child workflow in Microsoft Power Platform?
A child workflow is a separate workflow that can be started by another (parent) workflow. This helps to modularize complex workflow logic.
Can a workflow extend across multiple entities in Power Platform?
Yes, a workflow can span across multiple entities by utilizing lookup fields, related records, or using child workflows.
How to deactivate a workflow in Microsoft Power Platform?
To deactivate a workflow, open the workflow from the main menu, then click on ‘Deactivate’ in the tool bar at the top of the screen.
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