CRM 2013 Beta: Business Process Flows Part 2

In a previous post I mentioned a new CRM 2013 functionality called “Business Process Flows”. In this I shall discuss how users can build their own business process flows.

Building A Single-Entity Business Process Flow

Note: CRM 2013 is not due to be released until October 2013. The information provided in this blog might different from the final product.

Let’s take the following business scenario: a Project Management Officer is charged with initialising a bid for an external project by submitting a “statement of works” (S.O.W.) to the external customer for their appraisal. The creation of this S.O.W. would require input from staff in different teams, namely, the account manager, project manager and technical manager. All relevant information required in the S.O.W. should be recorded in a “Project” entity record and worked on by the Project Management Officer. The S.O.W. must be reviewed by the account manager, the project manager and the technical manager before it can be finalised and submitted for the bid.

Such a scenario is perfect for a business process flow as it mostly involve data entries by the Project Management Officer. Let’s break this down into different “stages” of the process starting from Project creation.

For example, the top row represents the different stages in the creation of the S.O.W. and the bottom row represents all the different information required in each stage.

BPF2-01

In essence, this business process flow is a “one entity” flow (for the Project entity) spanning multiple stages.

Before building the business process flow, let’s assume you have an entity called “Project” which the Project Management Officer will create to kick off this S.O.W. process.

BPF2-02

We now start by opening the business process flow editor and adding all the required stages and steps:

BPF2-03

The first column represents the stages, each with its own group of steps given in the third column of the editor. The fourth column allows user to specify the fields to be completed in each step, while the fifth column specifies whether a field is required. Notice there is no possibility to add a conditional check as I mentioned in the earlier post.

Notice these 5 stages are on the “Project” entity, hence the “Project” is highlighted on the top left of the flow. In the next post I shall discuss how to add a different entity (e.g. Email) to the business process flow to span multiple entities.

Once this business process flow is activated, when I open a project record, I will see this business process flow across the top of the record.

BPF2-04

Easy! In the next post I’ll talk about how to build a “close-loop” business process flow spanning multiple entities.

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4 thoughts on “CRM 2013 Beta: Business Process Flows Part 2

  1. Good article Priscila. Do you know if there is a way (out of the box) to keep updated in your Project entity a field that holds the current phase name (just like the stepname field in the opportunity entity)?
    I thought I could change the Business Process Flow stage dynamically using a workflow but I can’t.

    1. Hi Carlos,

      Thanks for your interest & excellent question!

      Unfortunately off the top of my head I don’t know of an OOB way that would allow you to sync the phase name from project entity. You might be able to write some custom code to update the values but my guess is that would involve finding out how the database schema link between the custom entity, the business process flow, localized labels etc.

      If I find a way to update this I’ll let you know.

      Cheers,
      Priscilla.

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