Module 10: Business Process Flows

Lesson 2: Practice Lab – Build a business process flow

Scenario

You have been building automations to support your client Fabrikam’s knowledge assessment process. The client is concerned that their users won’t be able to create new knowledge assessments without your help. You need to create a guided process to interact with the user and support their configuration of new assessments. In this lab, you will enable the knowledge assessment entity for business process flows and then build a business process flow.

Important Note: This lab will provide you with an actual Office 365 tenant and licenses for the Power Platform applications you will be using in this course. You will only be provided with one tenant for the practice labs in this course. The settings and actions you take within this tenant do not roll-back or reset, whereas the virtual machine you are provided with does reset each time you close the lab session. Please be aware that Office 365 is evolving all the time. The instructions in this document may be different from what you experience in your actual Office 365 tenant. It is also possible to experience a delay of several minutes before the virtual machine has network connectivity to begin the labs.

Exercise 1 - Acquire Tenant Information and Connect

Note: If you have already completed a practice recently, the virtual machine might pick up where you left off and you will not need to login again.  In that case you can skip ahead to exercise two and resume.

Task 1 – Connect to the Power Platform administration portal

  1. On Virtual machine MB200-Dynamics_Lab, sign in as Admin with the password Pa55w.rd if you are not already logged in.

  2. Outside the VM in the online lab interface click Files and choose D365 Credentials. This will allocate an Office 365 tenant for you to use in these labs.  It will display the admin email and password for your tenant.  You should copy this information to notepad or similar for your reference.

  3. In MB200-Dynamics_Lab launch Microsoft Edge from the taskbar. By default, the browser opens Office 365. Use the O365 credentials you just acquired in the previous step to login.

  4. Navigate in the browser to the Power Platform admin portal at https://admin.Powerplatform.microsoft.com.

Exercise 2 – Prepare the Solution

Task 1 – Add Field to Knowledge Assessment

  1. Navigate to https://make.powerapps.com.

  2. Make sure you are in the Practice environment you created.

  3. Select Solutions.

  4. Click to open the Common Data Services Default Solution.

  5. Click to open the Knowledge Assessment entity.

  6. Click select the Fields tab and + Add Field.

  7. Enter Passing Score (%) for Display Name, select Whole Number for Data Type and click Done.

  8. Click Save Entity.

  9. Click + Add Field.

  10. Enter Create Questions for Display Name and select Two Options for Data Type.

  11. Click on the Yes option under Items and replace Yes with Completed.

  12. Click on the No option under Items and replace No with Mark Complete.

  13. Click Done.

  14. Click Save Entity.

Task 2 – Add Field to Knowledge Assessment Form

  1. Make sure you still have the Knowledge Assessment entity selected.

  2. Select the Forms tab and click on the Main form.

  3. Add the Passing Score (%) field to the form.

  4. Click Save.

  5. Click Publish.

  6. Click the back button.

  7. Click on the solution name Common Data Services Default Solution located in the navigation breadcrumbs.

  8. Click Publish All Customizations. Do not navigate away from this page.

Exercise 3 – Create Business Process Flow

Task 1 – Create Business Process Flow

  1. In the Common Data Services Default Solution, click on the button located on the command bar and select Switch to Classic.

  2. Expand Entities and select the Knowledge Assessment entity.

  3. Locate the Process section and check the Business Process Flow checkbox.

  4. Click Save.

  5. Collapse Entities. Select Processes and click New.

  6. Enter Assessment Process for Process Name, select Business Process Flow for Category, select Knowledge Assessment for entity, and click OK.

  7. Select the stage, select the Properties tab, enter Knowledge Assessment for Display Name and click Apply. The designer will launch in a new window.

  8. Click the Details of the Knowledge Assessment stage.

  9. Select the Data Step.

  10. Select Passing Score (%) for Data Field and click Apply.

  11. Click + Add and select Add Data Step.

  12. Click on the + below the Passing Score (%) step.

  13. Select the New Step, select Total Points for Data Field, and click Apply.

  14. Select the Components tab, drag Data Step from the Components tab, and drop it below the Total Points step.

  15. Select Notify Manager for Data Field and click Apply.

  16. Drag Data Step from the Components tab and place it below the Notify Manager step.

  17. Select Create Questions for Data Field, check the Required checkbox, and click Apply.

  18. Click + Add and select Add Stage.

  19. Add the new stage to the right of the Knowledge Assessment stage.

  20. Select the new stage, go to the Properties tab, enter Activate for Display Name, and click Apply.

  21. Click Details of the Activate stage.

  22. Select the Data Step inside the Activate stage.

  23. Select Status for Data Field and click Apply.

  24. Select the Components tab, drag Data Step, and place it below the Assessment Status step.

  25. Select Approval Status for Data Field and click Apply.

  26. Click Save to save the Business Process Flow.

  27. Click Activate.

  28. Confirm activation.

  29. Close the process editor.

  30. Click Publish All Customizations.

  31. Close the solution explorer.

Task 2 – Test Business Process Flow

  1. Navigate to https://make.powerapps.com.

  2. Make sure you are in your Practice environment.

  3. Select Apps and click to open the Knowledge Admin application.

  4. Select Assessment and click to open the Test Assessment.

  5. Existing records will not pick up the Business Process Flow you created. Click Process and select Switch Process.

  6. Select the Assessment Process you created and click OK.

  7. The Assessment Process should now be visible on the record.

  8. Click + New.

  9. New records should show the new Business Process Flow immediately.

  10. Enter BPF Test Assessment for Title and click Save.

  11. Select the Questions tab and click Add New Knowledge Question.

  12. Select Simple for Question Type.

  13. Enter Process Test Question One for Question.

  14. Enter Answer One for Answer 1, 50 for Answer 1 Points.

  15. Enter Answer Two for Answer 2, 80 for Answer 2 Points.

  16. Enter Answer Three for Answer 3, 0 for Answer 3 Points.

  17. Enter Answer Four for Answer 4, 0 for Answer 4 Points.

  18. Click Save.

  19. Click on the browser back button.

  20. Click on the Knowledge Assessment stage of then Business Process Flow. The steps for this stage will come to view.

  21. Enter 80 for Passing Score.

  22. Click on the Total Points calculator icon.

  23. Click Recalculate.

  24. The Total Points should get recalculated.

  25. Select Yes for Notify Manager.

  26. Select Completed for Create Questions and click Next Stage.

  27. The process should move to the Activate stage.

  28. Start a new browser window and navigate to https://flow.microsoft.com.

  29. Expand Action Items and select Approvals.

  30. You should have one approval waiting for you. Click on the approval.

  31. The Approval pane will open. Click Approve.

  32. Provide Comments and click Confirm.

  33. Go back to Knowledge Admin application and click on the Refresh button.

  34. Click on the Activate stage of the Business Process Flow.

  35. The Approval Flow should complete the approval and set the Approval Status to Approved.