Hello Guys,
In our previous blog, we discussed some useful tips to prepare for interviews on Ribbon workbench. Today, we will look at some important Workflow tips and interview questions related to Dynamics 365 CRM.
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Let's see what questions can be asked:
1. What are workflows in D365 CRM?
In Dynamics 365 CRM, Workflows are used to automate business processes without writing code. Workflows are triggered by events also can be called manually.
2. Which trigger events can be used to initiate a workflow in Dynamics 365 CRM?
Below are the triggers available for calling workflows.
1. Record is Created.
Triggered when a new record is created.
Example:
Automatically assign an owner when a Lead is created.
2. Record is Updated.
Triggered when specific fields or any field is updated.
Example:
Send an email when Status or Priority changes.
3. Record Status Changes.
Triggered when the record’s state or status is changed.
Example:
Notify manager when an Opportunity is closed as Won.
4. On Demand (Manual Trigger).
Workflow is triggered manually by the user.
Example:
User clicks Run Workflow from the command bar.
5. Child Workflow (Called from Another Workflow).
Triggered when invoked by a parent workflow.
Example:
Reusable workflow for sending notifications.
3. What are the two main types of workflows in Dynamics 365 CRM, and how do they differ from each other?
The two main types of workflows are Real Time workflow and Background workflow. Below are the differences between them:
- Real-time workflows execute synchronously and are ideal for tasks that require immediate action or interaction with the user interface. It runs before or after the operation. Where as Background workflows, on the other hand, execute asynchronously and are suitable for long-running processes or tasks that don't require immediate user interaction and it runs only after operation.
- Real-time workflow can stop the operation if it fails where as background workflows can not stop the operation if it fails.
- Error messages are shown immediately if real time workflows fail where as Error messages are logged in system jobs.
- Wait conditions are not supported in Real time workflows where as it is supported in background workflows.
4. What are the different actions that workflows can perform in D365 CRM?
Actions That Can Be Performed Using Workflows:
1. Create Records
Create new records in the same or related entities.
Example:
Create a Task when a Case is created.
2. Update Records
Update fields of the current or related records
Example:
Update Status when Priority = High.
3. Delete Records
Delete related records (with restrictions)
Example:
Delete follow-up task when case is closed.
4. Assign Records
Assign records to users or teams
Example:
Auto-assign leads to sales team.
5. Send Emails
Send automatic emails using templates
Example:
Send confirmation email on record creation.
6. Change Record Status
Change state and status (Set State)
Example:
Close opportunity as Won/Lost.
7. Invoke Child Workflows
Call another workflow for reusable logic
Example:
Call a common notification workflow.
8. Invoke Custom Actions
Call custom actions or global actions
Example:
Execute a custom approval process.
9. Wait / Delay
Pause execution for a period or until a condition is met
(Background workflows only)
Example:
Wait 3 days and send reminder email.
5. What is the purpose of workflow scope?
In Dynamics 365 CRM, the workflow scope defines which records the workflow can run on, based on ownership and business hierarchy.
1. User
Runs only on records owned by the workflow owner
Default scope
Use case:
Personal automation for a specific user.
2.Business Unit
Runs on records owned by users in the same business unit
Use case:
Department-level automation.
3.Parent: Child Business Units
Runs on records in the current and child business units
Use case:
Regional-level processes.
4.Organization
Runs on all records across the organization
Use case:
Global business rules and automation.
6. How do you monitor the execution history of a workflow?
System Jobs: Navigate to "Settings" > "System Jobs." Filter by "System Job Type" as "Workflow" to see a list of all background workflow executions.
Process Sessions: Open the specific workflow definition and look for the "Process Sessions" tab. This displays a history of executions for that particular workflow.
Record-Level Tracking: You can navigate to 'Background Processes' within the record. This allows you to view past workflow executions directly within the record it was triggered on.
7. Can workflows be used to update related records?
Yes, workflows can be used to update fields in related records.
8. What are the different types of conditions available in workflows?
Check Condition: This evaluates whether a specified condition is met.
Conditional Branch: Allows the workflow to branch into different paths based on the evaluation of a condition. This is useful for creating complex logic where different actions need to be taken based on different criteria.
Wait Condition: This pauses the workflow until a certain condition is met.
Parallel Wait Branch: Allows the workflow to wait for multiple conditions simultaneously and continue once any of the conditions are met.
9. How can we send an email one day after a record is created in Dynamics 365 CRM?
To send an email 1 day after record creation in D365 CRM, we use a background workflow with a wait until condition followed by a Send Email step.
10. What are dynamic values and how do you utilize them in workflows?
Dynamic values are placeholders that represent data from the current context or related entities. They are used to insert specific data values dynamically into workflow actions, ensuring that the workflow adapts to the specific records being processed.
Utilization of dynamic values in workflows:
Dynamic values can be used to insert data from fields of the current record or related records into emails, task descriptions, or other text fields within workflow steps.
Dynamic values can assign data from one field to another, ensuring that information is copied or moved accurately within the system.
Hope it helps...
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