In this post, I’ll show you how to create new task flows to enable your users to quickly accomplish key mobile business tasks.
A quick disclaimer before we begin: task flows have been released as a preview feature for Dynamics CRM Online 2016 Update only. For more information about preview features, see What are preview features and how do I enable them?
For task flows to show up on mobile devices you must first turn the feature on. Follow these steps:
Now that task flows are enabled, let’s head over to the process grid. Go to Settings > Processes.
In order to surface task flows, we can create a new user view:
Validate that the view shows the correct information by going back to the processes grid and selecting the Business Process Flow w/ Type view under My Views. There should be a new column to help us distinguish between business flows and task flows.
Notice the three out-of-the-box task flow experiences that are already present. You can duplicate and modify these out-of-the-box task-flows as you see fit:
(Note: Because of platform limitations, no new task flows can be created on the Appointment entity.)
For this example, we will create a quick opportunity update flow called Nurture Opportunity. In this scenario, Nancy just got out of a briefing on an opportunity she is actively working on and she wants to quickly add information and context to the opportunity without having to open many forms.
The key is to only include a subset of the fields that are most pertinent to the task at hand, and intelligently guide the users towards updating all useful information without them having to understand the underlying data model.
Our flow can look something like this:
Now that we have understood our scenario and created a rough flow for the process, let’s go ahead and create the task flow.
From the process grid, click .
The Create Process dialog will open, enabling you to create different types of processes: Actions, Workflows, Dialogs and Business Process Flows.
Finally, click OK.
After creating the new process, the task flow editor will automatically launch. The editor will feel very familiar as it re-uses some components of the current business flow editor.
You will notice that there is a Details section where you can find information on the current task flow, including:
As you may notice, in task flows you will be working with pages, which share similarities with stages in business flows. In short, by adding fields to a page, you are simply configuring each page of your process. There are three areas of interest for each page:
After configuring the first page, we need to determine what happens once the user clicks the Next button. Similarly to business flows, we can create a branching condition; however, now you can use the Source and Field controls to branch on almost any field of the primary OR related entities (N:1 relationships), and even compare values between entities (when Type equals Field).
Furthermore, to automate actions, task flows have been enhanced with the flexibility of business rules. It is now possible to create a business rule on any field of the primary or related entities. Most actions of business rules are supported; these include:
* Running a script directly from a PBL is available for task flows as a Preview only. The same Xrm.Page object model found in entity form pages is available. We are looking for feedback as to how you want to use this experimental capability.
To create a business rule for our process, simply click Business Rules on the action bar:
From the dialog, you can create a new business rule. Note that the business rule will be scoped to only run on the task flow, i.e., you can't set an entity-level scope from this business rule editor.
In our example, we will set a specific business rule to run that depends on the opportunity pipeline phase. First we set the condition, and as before, the condition can pull fields from the primary entity as well as any of the related N:1 entities using the Source and Field selectors.
Finally, we can configure the specific action taken when that condition is validated. In our case, we want to mark the Proposal Meeting field as Business Required. Again, we can use Source and Field to specifically target the control to be affected.
Now that we understand the building blocks of a task flow, we can continue adding new pages, branching conditions and business rules to effectively create an easy to use process that our users can utilize to quickly accomplish their tasks without having to think about the underlying entity data model.
I hope this post effectively highlighted some of the new innovations in business processes and productivity. Task flows are being released as a preview feature in Dynamics CRM Online 2016 Update. We highly encourage you to try it out, and let us know what you think.
What are task flows and how do they compare to other tools in Dynamics CRM?
What are preview features and how do I enable them?
Preview feature: Create a new task flow.
Daniel Dallala | Twitter | LinkedIn