Microsoft Flow is an online service from Microsoft that allows you to build workflows across various web-based services. Since Microsoft Flow was released in mid-2016, the number of connectors has grown steadily. Currently, over 150 connectors are available. Microsoft Flow integrates with services such as Dynamics 365, SharePoint, Office 365, OneDrive, OneNote, as well as third-party services such as Dropbox, Google Drive, Gmail, GoToMeeting, and even Salesforce. The introduction of Microsoft Flow has led many people to ask: “When should Dynamics Workflow be used, and when should Microsoft Flow be used?” At first glance, both tools look very similar. However, there are some key differences that we would like to explain to our readers.
Microsoft Dynamics 365 Workflow
When to use Dynamics Workflow
- The entire process takes place in Dynamics 365 Customer Engagement
As a general rule, the Dynamics workflow is the better choice when the entire process takes place within Dynamics 365 Customer Engagement (though there are exceptions). The processes can be managed centrally, and performance metrics are visible for each individual workflow.
- Real-Time Workflows
A Dynamics workflow can be executed synchronously (in real time) or asynchronously (in the background). Real-time means that the workflow is triggered immediately or shortly thereafter. The background workflow is triggered when capacity is available, without slowing down the system. Conversely, this means that the real-time workflow could slow down the system for a few seconds. Use the Dynamics 365 workflow if you want the workflow to be triggered immediately.
- Email notifications
One of the most commonly used workflows is likely the automatic email notification. With the Dynamics 365 Workflow Creator, it’s easy to create a workflow that sends a notification to a support agent, for example, when a ticket has been pending for too long. The email notification can include a direct link to the CRM record. With a single click, the support agent can start working on the record immediately.
- On-Demand Workflows
If you want to give users the ability to manually trigger the workflow, Dynamics Workflow is undoubtedly the right choice. Users can trigger the workflow by clicking a button on an entity, provided they have the necessary permissions to do so.
Microsoft Flow
A Microsoft Flow workflow can be triggered by almost any Dynamics 365 event. It is now also possible to create a Microsoft Flow within Dynamics 365 and trigger it manually. Before the Dynamics 365 v9 update, you had to visit the pagehttp://flow.microsoft.com.
When Microsoft Flow Has the Edge
Flow can be used for tasks that aren't easy to implement with Dynamics Workflow. The following points outline processes or scenarios where, in our opinion, Microsoft Flow has the edge.
- Notifications via multiple channels
As mentioned earlier, Dynamics Workflow is ideal for email notifications. With Microsoft Flow, you can also receive notifications via SMS. Using the Twilio Connector for Flow, you can easily send SMS messages for any type of Dynamics 365 event. If you also install the Flow app on your smartphone or tablet, you can receive push notifications on your mobile device.
- Visualized Workflows
The user interface for creating a Dynamics 365 workflow isn't exactly intuitive or visually appealing. This can be a particular problem for users who are creating Dynamics 365 workflows for the first time or only rarely. Flow, on the other hand, is a visual treat and more intuitive to use.
- Granting of permissions
With Microsoft Flow, permissions can be granted via email, push notifications, or the Flow app. Permissions are always granted using the same process, whether it’s for PowerPoint, SharePoint, or Dynamics 365. While it is possible to grant permissions using a Dynamics 365 workflow, this approach isn’t particularly elegant. The person granting a permission must be an active Dynamics 365 user and log in to the CRM for each permission.
- Delete records
There is no standard option in Dynamics Workflow that allows you to delete records in the CRM. Of course, this option should be used with caution. The user's security role determines whether records are ultimately deleted or not.
- Workflows at set times or intervals
While it is possible to schedule Dynamics workflows to run at a later time, this functionality cannot compare to what Microsoft Flow offers. Microsoft Flow includes a scheduler that allows you to specify the exact time or the intervals at which a workflow should be triggered.
- BetterOffice 365integration
By using Flow and Office documents in SharePoint, OneDrive, OneDrive for Business, or Dropbox, you can optimize the integration between Dynamics 365 and Office 365. For example, an Excel file can be automatically exported to Dropbox or OneDrive as soon as a new contact is created.
- Workflows across multiple applications
Many users use Microsoft products alongside other third-party applications. Flow offers a wide range of third-party connectors, making it possible to link applications outside the Microsoft ecosystem.
In general, every workflow should be considered from start to finish. Do all processes take place within Dynamics 365 Customer Engagement? If so, Dynamics Workflow is undoubtedly the right choice. However, if you need to incorporate services outside of Dynamics—or even third-party services—Microsoft Flow is the right tool for you.
