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Business Process Flows

Updated: Dec 26, 2023

A business process flow is a visual guide that is meant to help users complete a business process by using a set of predefined stages. Users are not limited to how long they can run a business process or how long they can have a stage open. All data that is associated with the business process flow can only be in one or more tables in Microsoft Dataverse. Business process flows can only have Dataverse as a data source.

Create a business process flow

  1. To get started, go to Microsoft Power Apps and sign in with your Microsoft credentials.

  2. Select Flows.

  3. Select Business process flows and then + New.

Business process flows

4. Give your flow a meaningful name. For this exercise, name it BPF_AccidentRecording.

5. Select the table that you want to attach the business process flow to. For this example, select the AccidentTable and then select Create.

built a business process flow

6. In the business process flow designer, create the following components:

  • A stage to direct an employee to log an accident

  • Another stage for managers to enter their comments and approve the accident record

7. Give the stage a name by selecting it and then entering a Display Name. For this exercise, name this stage Accident Recording.

business rules

8. Select Apply to update the name.

9. Select the stage and then select Details, which will reveal the first step.

10. Select the step, and then in the Data Field dropdown menu, select AccidentDate.

11. The Sequence will be left as 1 because this field will be the first that a user will enter when recording a new accident. Select the Required checkbox because you want users to always enter a date.

data step

12. Select Apply to save the changes.

13. To add more steps to the stage, select + Add and then select Add Data Step.


14. Select the stage and then select the plus (+) sign at the bottom of the first step to add it.

15. Select the new step and then select the Data Field to associate to this step. For this example, select AccidentDescription

16. Select the Required checkbox and then set the Sequence to 2.

17. Select Apply.

18. Repeat the previous steps, and then add the following fields from your AccidentTable:

  1. LocationId - Users will select a location where the accident occurred.

  2. AccidentTypeId - Users will select the type of accident that occurred.

Next, you will add another stage to store the steps that managers will complete.

19. Select + Add > Add Stage.

20. Select where the stage should be added and then give it a name. For this example, you can call this stage Manager Steps.

21. Repeat steps 9 through 17 and then add the following steps to this stage:

  1. ManagerComments

  2. ManagerReviewed

AccidentTable Manager steps

22. When you are finished, select Activate.

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