Open Forum

Like what you see? Discover the benefits of the D365UG/CRMUG Community. Learn More

1.  Workflow (Process) Types

Posted 7 days ago
I am importing a unmanaged solution to a test instance of Dynamics 365.  The solution contains a simple workflow which appears to be working properly.  During the review, however, I noticed multiple records (3) for this workflow when doing an Advanced Find in Processes.  Here is a quick breakdown of their status and type (age based on created on):

  • Oldest has an 'Activated' status with an 'Activation' type
  • Middle has a 'Draft' status with an 'Activation' Type 
  • Newest has an 'Activated' status with a 'Definition' type

My understand is the definition version is the primary, and the others are required in case prior workflows are still running.  What I don't understand is why the one is in draft status.  Is this an issue?  I cannot activate, modify, or delete it.  My only thought is that we changed owners during the last iteration.

Like I said, the workflow passes my tests, but I wanted a better understanding of the Process functionality-and whether this is setting up an issue down the road.

Thanks in advance for any insight!

------------------------------
Kyle Buggie
Columbus OH
------------------------------


2.  RE: Workflow (Process) Types

D365UG/CRMUG ALL STAR
Posted 7 days ago
I am curious too if anyone knows the ins and outs of what exactly happens when you import an update to the workflow.

I can say that you only need to worry about those where the Type = Definition. You will notice that when you look at the out of the box views for Activated Processes and Draft Processes it is specifying that the type is "Definition".

You will also notice when you import workflows in a solution you always get a warning. It says that the workflow was deactivated and replaced with the new version. This is the reason for seeing multiple copies hiding there.

The one thing I would confirm in your organization is that the old workflows with the old owner are still running as expected. Is the old owner still enabled? When you disable a user workflows they are the owner of also get disabled, so you should just verify that nothing was impacted by that change.

Keep us updated on what you find out!



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

crmug.com/washington
------------------------------



3.  RE: Workflow (Process) Types

Posted 7 days ago
Thanks Kylie!  I did notice the Type = Definition is a default filter for the out-of-the-box Processes view, and I did receive the import warning for the workflow deactivation/replacement.  That is what initially made me suspicious.

The old owner is disabled in all instances.  I noticed workflows cannot be edited if owned by a disabled user-which is the reason a different admin was assigned when configuring the change.

If a legacy "draft" process is currently assigned to a disabled owner, should it be reassigned?  I have been handling these on an individual basis because I encountered an error when attempting the Reassign Records function in the user profile-but that is probably a topic for a different discussion.

Just to summarize, every time a workflow is updated, the new version (for lack of a better term) will become the definition and the old will be listed as an activation?  I am still unclear why activations may or may not be activated?  That sentence by itself is confusing.  ;-)

------------------------------
Kyle Buggie
Columbus OH
------------------------------



4.  RE: Workflow (Process) Types

D365UG/CRMUG ALL STAR
Posted 6 days ago
I agree your sentence is confusing! I am not sure of the answer regarding "Activation" records that are not "Definitions". Maybe this is something @Adam Vero  who loves details knows? Or @Aiden Kaskela who loves workflows knows?

Thoughts gentlemen?

Regarding reassigning Draft processes for inactive users - I think you should be fine. If you know you are deactivating a user who owns workflows you will want to reassign the workflows before deactivating the user. This will ensure that everything keeps running as expected during the transition.

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

crmug.com/washington
------------------------------