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Workflow visualization and backup

  • 1.  Workflow visualization and backup

    SILVER CONTRIBUTOR
    Posted Aug 19, 2018 07:18 PM
    Hi group,

    I was wondering if anyone has a method to export the workflows and associated fields from CRM into Visio or Excel or other software to allow a quick overview of all workflows and associated data fields. At present I can manually go into each screen and see all the data one step or field at a time, but I'm looking for more of a button to click and output a visually appealing flowchart that would allow management to review company processes/workflows quickly and at a glance.

    Thanks

    ------------------------------
    Daniel Demers
    Chief Digital Information Officer
    Richard Jay Laundry
    ------------------------------
    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Workflow visualization and backup

    D365UG/CRMUG ALL STAR
    Posted Aug 20, 2018 05:06 PM
    I would LOVE a tool like this too!

    Currently we have a manual process to keep our workflow documentation up to date. This was a huge lift when we started, but if you keep it a priority to update as changes are made then you won't have to do the big chunks of time investment again.

    To start we export the processes from Advanced Find. Here you can include columns for start when options including the modified fields that will trigger the workflow, if it is a child or on demand, etc. We put this in Excel and add additional manual notes such as a brief description and the parent workflows that call this workflow (if it is a child).

    For our more complex workflows, we draw these in Visio. We don't do this in all cases.

    In an ideal world, I think the Visio should be done prior to the workflow development so you can verify and sign off on logic. Then you can save this as future documentation.

    I think Advanced Find is a great tool to start with. This allows you to get a lot of information quickly that you can present up to management such as total number of workflows, total for an entity, total on specific field changes. In addition, you can review this to look for overlap, redundancies that you can clean up (ex. you have two different workflows running on create of Account). You can also create views on System Jobs to show the volume of workflows running on daily, weekly basis.

    Good luck! Let us know how you handle this challenge!​

    ------------------------------
    Kylie Kiser
    Supervisor, CRM System
    Fairfax VA

    www.CRMUG.com/Washington
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Workflow visualization and backup

    TOP CONTRIBUTOR
    Posted Aug 22, 2018 02:03 PM
    I think this would be a great tool, a visio export of your workflows! Someone build it please :)  Seems like something Click Dimensions developers could help with - their campaign automation builder "look" but it's a visual of your workflow.

    Great idea and process, @Kylie Kiser! Thank you​

    ------------------------------
    Tim Dailey
    Sr Marketing CRM Administrator
    Starkey Hearing Technologies
    Eden Prairie MN
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Workflow visualization and backup

    D365UG/CRMUG ALL STAR
    Posted Aug 22, 2018 02:25 PM
    Thanks @Tim Dailey! I also was inspired to write a blog on this topic. This is a common area that people struggle with so I should be sharing how we over come it!

    Check it out here: http://crmkrm.blogspot.com/2018/08/microsoft-dynamics-365-workflows.html

    ------------------------------
    Kylie Kiser
    Supervisor, CRM System
    Fairfax VA

    www.CRMUG.com/Washington
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: Workflow visualization and backup

    TOP CONTRIBUTOR
    Posted Aug 24, 2018 11:50 AM
    @Daniel Demers After applying @Kylie Kiser 's suggestion I researched some more and found a solution is available to visually build ​workflows on a canvas. I'm not sure if this tool will "visualize" your current processes, but that would be awesome!

    BPM Workflows for Microsoft Dynamics CRM


    ------------------------------
    Tim Dailey
    Sr Marketing CRM Administrator
    Starkey Hearing Technologies
    Eden Prairie MN
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: Workflow visualization and backup

    SILVER CONTRIBUTOR
    Posted Aug 26, 2018 07:30 PM
    Thanks so much for that suggestion Tim. I've contacted the vendor to find out more and will keep you in the loop with any progress.

    ------------------------------
    Daniel Demers
    Chief Digital Information Officer
    Richard Jay Laundry
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: Workflow visualization and backup

    TOP CONTRIBUTOR
    Posted Aug 27, 2018 03:39 PM
    Kylie,

    I have been using Bizagi Modeler instead of Visio to document my workflows and processes for a couple of years now. It's much quicker to use since it is specifically for this. So it encourages me to do them before building the workflow to validate with my users. It's also free.

    ------------------------------
    Mark Suchman
    CRM Lead
    Ascend Performance Materials
    Houston TX
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


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