Microsoft Flow is an online service from Microsoft that gives you the ability to build workflows across various web-based services. Since the release of Microsoft Flow in mid-2016, the number of connectors has grown steadily, with over 150 connectors currently available. Microsoft Flow can be combined with services such as Dynamics 365, SharePoint, Office 365, OneDrive, OneNote, as well as with third-party services such as Dropbox, Google Drive, Gmail, GoToMeeting and even SalesForce. The introduction of Microsoft Flow has left many people with the question: “When should Dynamics Worklfow 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 bring closer to our readers.
Microsoft Dynamics 365 Workflow
In which cases the Dynamics Workflow should be used
- The entire process takes place in Dynamics 365 Customer Engagement
Typically, Dynamics Workflow is a better choice if the entire process takes place within Dynamics 365 Customer Engagement (but there are exceptions). The processes can be managed centrally and the performance for each individual workflow can also be seen.
- Real-Time Workflows
A Dynamics workflow can be executed synchronously (real-time) or asynchronously (background). Real-time means that the workflow is triggered immediately or shortly afterwards. 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 trigger immediately.
- Email Notifications
Probably one of the most commonly used workflows is that of an automatic email notification. With the Dynamics 365 Workflow Creator, it’s easy to create a workflow that sends a notification to a support agent, such as when a ticket has been sitting around for too long. The email notification can include the link directly to the CRM record. With one click, the support agent can start working on the record right away.
- On-Demand Workflows
If you want to give the user the opportunity to initiate the workflow manually, the Dynamics Worklfow is without question the right one. The user can trigger the workflow from a button on an entity, provided that the user has the rights to trigger workflows.
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 initiate it manually. Before the Dynamics 365 v9 update, the page had to be visited http://flow.microsoft.com.
In which cases Microsoft Flow comes out on top
Flow can be used for things that are not easy to do with Dynamics Workflow. The following are processes or scenarios in which we believe Microsoft Flow has the edge.
- Multi-channel notifications
As mentioned earlier, the Dynamics workflow is great for notifications via email. With Microsoft Flow, it is also possible to receive notifications via SMS. With the Twilio Connector for Flow, it’s easy to send SMS for any type of Dynamics 365 event. If the Flow app is also installed on the smartphone or tablet, it is possible to receive push notifications on the mobile device.
- Visualized workflows
The user interface when creating a Dynamics 365 workflow is not exactly intuitive and nice to look at. This can be especially problematic for users who are creating Dynamics 365 workflows for the first time or only rarely. Flow, on the other hand, is visuel a feast for the eyes and the operation is more intuitive.
- Granting of authorizations
With Microsoft Flow, permissions can be granted via email, push notifications, or the Flow app. The permissions are always granted according to the same pattern. Whether it’s PowerPoint, SharePoint or Dynamics 365. Although it is possible to grant permissions with a Dynamics 365 workflow, this is not implemented particularly elegantly. The person granting 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 the Dynamics workflow that allows you to delete records in the CRM. Of course, this option should be handled carefully. The user’s security role determines whether or not records are ultimately deleted.
- Workflows at fixed times or intervals
Although there is the possibility to trigger Dynamics workflows late, this can in no way be compared to the possibilities of Microsoft Flow. Microsoft Flow offers a scheduler where the exact time can be set or at which intervals a workflow should be triggered.
- Better Office 365 integration
With Flow and Office documents in SharePoint, OneDrive, OneDrive for Business, or Dropbox, the integration between Dynamics 365 and Office 365 can be streamlined. For example, an Excel can be automatically exported to Dropbox or OneDrive as soon as a new contact has been created.
- Workflows across multiple applications
Many users share Microsoft products with other third-party applications. Flow has a lot of connectors for third-party providers and thus makes it possible to link applications outside the Microsoft world with each other.
In general, every workflow should be considered from start to finish. Do all processes take place within Dynamics 365 Customer Engagement? Then the Dynamics Workflow is without question the right choice. But if you want to include services outside of Dynamics, or even third-party services, Microsoft Flow is the tool for you.
