Question 6

Explanation

• The maximum number of stages is 30, assuming the developer started the flow creation, they must have the appropriate rights to do so (unless someone changed the rights while they were in mid-development, but for this scenario, the assumption is they have the appropriate rights). An Action Step is not a required element of a flow.

When a user starts a business process flow, the stages and steps of the process are displayed in the process bar at the top of a form:

Tip: After you create a business process flow definition, you can provide control over who can create, read, update, or delete the business process flow instance. For example, for service-related processes, you could provide full access for customer service reps to change the business process flow instance, but provide read-only access to the instance for sales reps so they can monitor post-sales activities for their customers. To set security for a business process flow definition you create, select Enable Security Roles on the action bar.

Edit a business process flow

To edit business process flows, open solution explorer, select Processes, and then select the Business Process Flow from the list of processes that you want to edit.

When you select the name of the business process flow you want to edit from the list of processes, it opens in the designer, where you can make any updates you want. Expand Details under the name of the process to rename it or add a description, and view additional information.

Other things to know about business process flows

Edit Stages
Business process flows can have up to 30 stages.

You can add or change the following properties of a stage:

• Stage Name

• Table. You can change the table for any stage except the first one.

• Stage Category. A category lets you group stages by a type of action. It is useful for reports that will group rows by the stage they are in. The options for the stage category come from the Stage Category global choice. You can add additional options to this global choice and change the labels of existing options if you want. You can also delete these options if you wish, but we recommend that you keep the existing options. You won’t be able to add the exact same option back if you delete it. If you don’t want them to be used, change the label to ”Do not use”.

• Relationship. Enter a relationship when the preceding stage in the process is based on a different table. For the stage currently being defined, choose Select relationships to identify a relationship to use when moving between the two stages. It is recommended you select a relationship for the following benefits:

  • Relationships often have column maps defined that automatically carry over data between rows, minimizing data entry.

  • When you select Next Stage on the process bar for a row, any rows that use the relationship will be listed in the process flow, thereby promoting the reuse of rows in the process. In addition, you can use workflows to automate the creation of rows so that the user simply selects it instead of creating one to further streamline the process.

Edit Steps
Each stage can have up to 30 steps.

Important: To be able to execute an action or workflow on demand, the business process flow must include an Action Step. If the Action Step runs a workflow, the workflow must be configured to run on demand.

The table associated with the action or workflow must be the same as the table associated with the business process flow.

Limitation of using Action Steps in a business process flow

• Actions are not available as Action Steps if the input or output parameters are Table, EntityCollection, or OptionSet (Choice) types. Actions with more than one EntityReference output parameter or any number of EntityReference input parameters are not available as Action Steps. Actions not associated with a primary table (global action) are not available as Action Steps.

https://docs.microsoft.com/en-us/power-automate/create-business-process-flow

Add branch
To learn about adding a branch to a stage, see Enhance business process flows with branching.

To make a business process flow available for people to use, you must order the process flow, enable security roles, and activate it.

Set Process Flow Order
When you have more than one business process flow for a table (row type), you’ll need to set which process is automatically assigned to new rows. In the command bar, select Order Process Flow. For new rows or rows that do not already have a process flow associated with them, the first business process flow that a user has access to is the one that will be used.

Enable Security Roles
Users have access to a business process flow depending on the privilege defined on the business process flow in the security role assigned to the user.

By default, only the System Administrator and System Customizer security roles can view a new business process flow.

To specify privileges on a business process flow, open the business process flow for edit, and then select Edit Security Roles on the command bar of the business process flow designer. See step 13 under Create a business process flow listed earlier in this topic.

Activate
Before anyone can use the business process flow, you must activate it. In the command bar, select Activate. After you confirm the activation, the business process flow is ready to use. If a business process flow has errors, you will not be able to activate it until the errors are corrected.