Microsoft Flow (Now Power Automate) & Workflows: Choose the right tool for your workflows?

Business automation is on the rise, with over 31% of businesses having fully automated at least one function, aiming to save costs and boost efficiency. By 2025, the automation systems market is projected to exceed $26 billion, highlighting its crucial role in digital transformation and its ability to alleviate the burden of repetitive tasks for 90% of workers.

Technology plays a pivotal role in achieving this balance, and Microsoft has introduced game-changing workflow automation tools - Microsoft Flow for Office 365, and Microsoft Workflow for Dynamics 365. These cloud-based workflow management tools automate workflows across a variety of web-based services, including Microsoft applications like SharePoint, Office 365, Teams, OneDrive, as well as third-party services such as Dropbox, Gmail, Twitter, and Google Drive.

The question that often arises is, "When should you use workflows, and when should you opt for Microsoft Flow to automate processes?"

Let’s delve into the distinctions between the Microsoft workflow management tool to help you choose the right tool for your business needs.

What is Microsoft Flow (Now Power Automate)?

Microsoft Power Automate, previously known as Microsoft Flow, stands as a cloud-based solution empowering users to construct and streamline workflows and tasks across diverse applications and services, all without the need for developer intervention. These automated workflows, termed flows, are tailored to trigger specific actions in response to predefined events.

Upon crafting a flow, users gain the ability to oversee and regulate it seamlessly, whether from their desktop or via a dedicated mobile application. Power Automate seamlessly integrates with an array of Microsoft services and applications, encompassing the likes of Power BI, PowerApps, Dynamics 365, and Microsoft 365.

What is a Workflow in Dynamics 365?

A workflow in Dynamics 365 refers to an automated sequence of actions that streamline business processes within the Dynamics 365 environment. It enables users to automate repetitive tasks, define rules, and trigger actions based on specific events or conditions without extensive programming knowledge. Workflows facilitate the efficient execution of tasks such as sending notifications, updating records, assigning tasks, and enforcing business rules, enhancing productivity and ensuring consistency in operations within the Dynamics 365 CRM system.

Key Features of Microsoft Flow (Power Automate) & Workflow in Dynamics 365

How to Enable & Create a Flow in Microsoft Flow:

Steps to Enable Microsoft Flow:

Access the Flows Page: Sign in to Power Automate and select the "My flows" tab. Choose "Flows" from the dropdown menu to navigate to the Flows page.

Select and Enable: From the Flows page, select the specific flow you want to enable. Click on the "Enable" button for that flow and confirm the action. Ensure necessary connections are set up and test the flow before enabling it.

Steps to create a flow in Microsoft Flow

Creating a flow in Power Automate involves a step-by-step process that begins with selecting a trigger to initiate the flow, followed by adding actions and conditions to customize the workflow.

1. Trigger Selection:

   Example:

   Trigger: "Office 365 Outlook – When a new email arrives."

   Configuration:

   • Choose the specific mailbox to monitor.
   • Filter emails based on keywords, sender, or other criteria.

   How it works: This trigger initiates the flow whenever a new email arrives in the specified mailbox. It captures information about the email, like sender, subject, and content, and makes it available for subsequent actions.

   Benefits: Automates the flow based on incoming emails, eliminating manual monitoring.

2. Adding Actions:

   Example:

   Action: "Send an email."

   Configuration:

   • Specify the recipient email address.
   • Add a subject line and body content.
   • Include dynamic content from the trigger email, like sender name or subject line.

   How it works: This action sends an automated email based on the trigger email. It allows personalized responses and dynamic content based on the received email's details.

   Benefits: Automates responses to emails, eliminates manual typing, and enables personalized communication.

3. Incorporating Conditions:

   Example:

   Condition: "If the email subject contains 'urgent'."

   Configuration:

   • Define the condition based on email content, sender, or other factors.
   • Specify different action paths based on the condition's outcome.

   How it works: This condition adds another layer of control to the flow. It allows for branching logic, directing the flow to different actions based on specific criteria.

   Benefits: Allows for flexible and adaptive workflows that respond differently based on specific conditions.

Steps to Create a Workflow in Dynamics 365

Here's a step-by-step breakdown of how workflows work in Dynamics 365:

1. Define the trigger:

   This is the event that will kick off the workflow. There are multiple types of triggers available, each targeting specific events within the system. Here are some examples:

   • Record creation: This trigger activates the workflow when a new record is created in a specific entity (e.g., lead, opportunity, account).
   • Record update: This trigger activates the workflow when a field value changes in a record. You can also specify which field changes trigger the workflow.
   • Field change: This trigger activates the workflow when a specific field value changes. For example, you could create a workflow that starts when the stage of a lead changes to "Qualified."
   • Process execution: This trigger activates the workflow when another workflow completes. This allows you to chain workflows together to create complex automation sequences.
2. Add steps:

   Once you've defined the trigger, you need to add the steps you want the workflow to perform. There are many different types of steps available, each offering specific functionality. Here are some common examples:

   • Update record: This step updates the values of specific fields in a record.
   • Assign record: This step assigns a record to a specific user or team.
   • Send email: This step sends an email notification to specific users or teams.
   • Create task: This step creates a task record in the system.
   • Wait condition: This step pauses the workflow execution for a specified amount of time or until a specific condition is met.
   • If/Then/Else: This step allows you to create branching logic in your workflow based on specific conditions.
3. Set options:

   Before activating your workflow, you can customize its behavior further by setting options. Here are some important options to consider:

   • Scope: This option defines who can run the workflow and which records it applies to.
   • Execution mode: You can choose between real-time execution (immediately after the trigger) or background execution.
   • Available to run: You can choose whether to run the workflow manually, automatically based on the trigger, or as a child process of another workflow.
4. Activate the workflow:

   Once you're satisfied with your workflow definition, you can activate it. The workflow will then start listening for the trigger event and execute the defined steps when it occurs.

5. Monitor and manage:

   After activating your workflow, you can monitor its performance and execution history using the Workflow Management interface. You can also deactivate or edit the workflow as needed.

How to Create a Workflow in Dynamics 365:

1. Go to Settings > Processes.
2. Click New.
3. Choose a name for your workflow and select the entity it applies to (e.g., "Online Orders").
4. Select "Run this workflow in the background" for smoother operation.
5. Under "Start When," choose "Record is created."
6. Under "Conditions," add a condition to filter the workflow (e.g., "Order Type = 'Online'").
7. Under "Actions," click "Add Step" and choose "Send Email."
8. Configure the email content and subject line.
9. Click Save and Activate.

How to Choose the Right Workflow Tool for Your Needs

Before choosing a workflow tool, analyze the diversity of tasks you handle. Some tasks might be simple and routine, while others are complex and require multiple steps or decision-making. A good workflow tool should accommodate both, allowing flexibility in managing various task complexities.

In a customer support system, a workflow tool can differentiate between simple inquiries and complex technical issues. For instance, a chatbot can handle routine queries automatically, routing technical issues to specialized support teams based on predetermined criteria.

Consider where your tasks happen. Are they primarily in one location or spread across different sites, departments, or even countries? A suitable workflow tool should support this geographical spread, enabling teams to collaborate seamlessly, regardless of their physical location.

A cloud-based project management tool allows remote teams to access, update, and collaborate on project tasks from any location. This enables real-time communication and task tracking across multiple time zones.

Evaluate how your workflow tool will connect with other systems or tools used in your organization. For instance, does it need to link with project management software, databases, or communication tools? A capable workflow tool should integrate smoothly with these systems, ensuring data flows cohesively between them.

Integrating a CRM system with a workflow tool enables sales teams to seamlessly transition from lead management within the CRM to initiating follow-up actions and task assignments within the workflow tool without switching between platforms.

Consider the number of people interacting with these workflows. A good workflow tool should be scalable, accommodating multiple users without compromising performance. It should support collaborative efforts across teams or departments, adapting as your user base grows.

An HR workflow tool automates the employee onboarding process, triggering task assignments for IT setup, orientation sessions, and document submissions based on predefined workflows once a new employee's details are entered into the system.

Delve into the frequency of tasks within your workflows. Some tasks might occur frequently and repetitively, while others are sporadic or one-time occurrences. A suitable workflow tool should streamline these tasks by automating routine ones and offering flexibility for handling less frequent ones.

Automating ticket assignment in an IT service desk tool can categorize incoming requests, automatically assigning low-complexity tickets to first-line support, while escalating more complex issues to specialized teams, optimizing resolution times.

Consider the number of people interacting with these workflows. A good workflow tool should be scalable, accommodating multiple users without compromising performance. It should support collaborative efforts across teams or departments, adapting as your user base grows.

A project management tool allows role-based access control, ensuring that developers’ access coding-related tasks, QA testers focus on quality assurance checks, and project managers oversee the project progress with distinct permissions and views.

Think about how much of your processes you want to automate. Certain tasks can be automated to save time and reduce errors, but the level of automation required might vary based on your organizational goals. The right workflow tool should allow customization in automation, aligning with your automation objectives.

In a manufacturing setting, an inventory management tool can automate reorder processes by setting triggers for automatic stock replenishment once inventory levels drop below a certain threshold, minimizing stockouts and overstocking.

Evaluate how your Microsoft workflow software will connect with other systems or tools used in your organization. For instance, does it need to link with project management software, databases, or communication tools? A capable workflow tool should integrate smoothly with these systems, ensuring data flows cohesively between them.

Integrating an e-commerce platform with a workflow tool allows automatic generation of shipping labels and order fulfillment notifications, streamlining the fulfillment process and updating customers about their order status in real-time.

Consider the skill level of your team members who will be using this Microsoft workflow tools. A user-friendly interface and customization options are crucial for team members with varying technical expertise. The workflow tool should empower users to utilize its features effectively without extensive technical training.

A marketing team using a campaign management workflow tool benefits from drag-and-drop interface features, enabling non-technical team members to create and execute marketing campaigns without requiring extensive coding or technical knowledge.

Unlock the full potential of Microsoft Flow and workflows with Nalashaa Digital’s expert guidance. Contact Nalashaa Digital today to schedule a free consultation and embark on your automation journey.