Module 11 - Business Process Flows

Question 1

What are Business Process Flows used for?

Answer 1

To guide people to keep standard operating procedures of the organization, following a process through stages you define.

Question 2

What is a process bar?

Answer 2

Located at the top of the form for a record involved in a Business Process Flow, used to move users through and capture data entry stages.

Question 3

What are some different types of processes available in CRM?

Answer 3

Workflows, Dialogs, Business Process Flows

Question 4

What are Workflows?

Answer 4

Can be configured to start based on an event. Can include conditional logic, branching logic and start other workflows. Can update or create several records through a process, and after started, user doesn’t have to continue interacting. Several workflows can run and associate with the same record at the same time.

Question 5

What are Dialogs?

Answer 5

Started by a user who interacts with as series of steps, provides information, selects options and so on. Can include branching logic. User must complete dialog to its end or abandon, cannot save part way. Can only run single Dialog. Multiple users can run multiple dialogs with same record at same time.

Question 6

What are Business Process Flows?

Answer 6

Started automatically when a record is created for an entity that has a Business Process Flow configured. Are linear. No branching or conditional logic. Can exit and continue. Only one associated with record at one time.

Question 7

Business Process Flows are different from Workflows and Dialogs, how?

Answer 7

Means of data entry and enforce a set of rules when user interacts with record through a form. Not actually “run” as system jobs.

Question 8

How to include entity in a Business Process Flow?

Answer 8

Must configure entity to enable the Business process flows and save and publish.

Question 9

What happens when you configure entity to enable Business Process flow?

Answer 9

System adds two lookup fields to entity named Process Id and Stage Id. Cannot modify.

Question 10

What kinds of entities can you include in a Business Process flow?

Answer 10

Any custom entity, any of the 25 system entities.

Question 11

How to create a Business Process flow?

Answer 11

CRM > Settings > Processes > New > Create Process > Name, Category =, Business Process Flow > OK > Entity, select entity for first stage > OK

Question 12

For each “stage” you can select a Stage Category. What does this mean?

Answer 12

Not displayed to users, used for reports. Can query, even if different processes.

Question 13

When you create or modify a process, what status will it be in?

Answer 13

Inactive. Will not be displayed to user or available for user to switch to.

Question 14

How many active Business Process Flows can you have with the same primary entity?

Answer 14

Up to 10.

Question 15

What happens if you import a Solution that contains processes?

Answer 15

The Import Solution wizard will ask you to select if any processes included should be activated. If it has Business Process flows, they will be imported in a draft state.

Question 16

A Business Process flow contains what?

Answer 16

Stages, and each stage has more steps.

Question 17

What is the Business Process flow control?

Answer 17

A record in the Business Process flow in progress displays a process bar.

Question 18

Each stage in a Business Process flow is associated with what?

Answer 18

An entity. You can configure multiple stages for same entity in a process.

Question 19

When you add an entity to a process, you must select an entity with what type of relationship with the previous entity?

Answer 19

N:1 – each record in the process is a child of the previous record.

Question 20

What happens when you choose the Close Process Cycle option?

Answer 20

It will allow you to select an entity used earlier in the process. When a user gets to this stage, the same record is used that was used earlier in the process, user not asked to create new.

Question 21

How many stages can a process contain?

Answer 21

30 stages.

Question 22

Each process can contain how many entities?

Answer 22

5 entities.

Question 23

What are steps in the Business Process flow?

Answer 23

Steps are associated to fields of an entity that the stage is associated with.

Question 24

If a step uses a field that has field security enabled, is this also enforced in the process?

Answer 24

Yes.

Question 25

Can fields be included as steps if they are not on the entity form?

Answer 25

Yes. If a field is located on the form and in a process, user can enter value in either location and value will be applied in both locations as soon as focus is moved off control.

Question 26

A step can be required in the process stage without having…?

Answer 26

The related field always being required.

Question 27

Access to Business Process flows is controlled through what?

Answer 27

Through Security Roles in the same manner as forms or dashboards.

Question 28

By default a new Business Process flow is only assigned to which roles?

Answer 28

System Administrator and System Customizer.

Question 29

When a user creates a new record, what happens to activate a Business Process flow?

Answer 29

The list of activated Business Process flow that have that entity as a Primary entity is compared to the Business Process flow’s shown for the user based on the user’s Security Roles. First in order will be applied. User can select to switch process if multiple.

Question 30

Why is the current process stage relevant when selecting switch process?

Answer 30

It will become the first stage of the new applied Business Process flow. So user can only select processes that have the current entity as the Primary entity of the process.

Question 31

How can you create an approval step in a process?

Answer 31

By using a combo of field security and required step. If a step is required for the user to continue and field that is used by the step has field security enabled, then users who do not have Field Security Profile that grants write permissions to the field cannot complete and cannot continue.

Question 32

Best practice concerning approval steps in a Business Process flow?

Answer 32

Create a Field Security Profile that includes all users, grant read permissions for the approval field. Then create another Field Security Profile with write permissions. Create does not apply since a record already exists.

Question 33

You can include up to five entities in a Business Process Flow and divide the process into no more than 30 stages.

Answer 33

This is a true statement about Business Process flows.

Question 34

If the field is configured to be read-only on the form, it will be read only in the process bar.

Answer 34

This is a not a true statement about Business Process flows.

Question 35

You have created a new Business Process Flow process for the Event entity, activated the process, tested the process starting from a new record. When another user creates a new Event record, no process bar is visible on the form. What is the most likely explanation for this?

Answer 35

The Business Process Flow is not enabled for any additional Security Roles.

Question 36

A user is working through a sales process in a Business Process Flow that is configured to use the Lead, Opportunity and Order entities. User is still working on first stage that uses Lead entity. All later stages have padlock icons in process bar and user cannot complete. Why are they displayed?

Answer 36

The user does not have read access to Opportunity and Order entities.

Question 37

A user can click the heading of an earlier stage or later stage of a process to view the steps in any stage without having to what?

Answer 37

Without having to move the process forward to the next stage.

Question 38

When the padlock shows in the process bar, what does this mean?

Answer 38

The record for that stage has not been selected or created, has nothing to do with required steps.