I can't see any record inside the stage of a Business Process Flow

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Posted on by Joel D

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Hi,

I'm learning Business Process Flows and I have two doubts:

1) RECORDS NOT FOUND

I am looking at the Lead to Opportunity Business Process Flow. When I try to go through the Next step I can't see any record under Select Opportunity Flyout:

But I actually have some records stored:

Why I can't select them within the Business Process Flow?

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2) WHERE ARE THE NEW ENTITIES STORED?

Quote from this article :

"All data that is collected while you are completing a business process flow is stored in one or more entities in Microsoft Dataverse."

Where should I look in order to find these entities?
I am currently looking in the Flows Menu option on Power Apps, but I'm not sure whether I'm doing well: will these new entities be added here as soon as a user will complete the Business Process Flow?

entities_5F00_in_5F00_business_5F00_process_5F00_flows.png

For instance, let suppose that I'll complete the Lead To Opportunity Business Process Flow: should I see a new record named "Lead to Opportunity Sales Process" here, with the current date and time under the column "Last Modified"?
In other terms, should I see two records "Lead to Opportunity Sales Process", the newest of which is related to the last time when the process was completed?

Or these mentioned entities are to be found elsewhere?

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Wahaj Rashid 11,321 on at

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Hi,

Thank you for your queries.

Let me answer these in the same sequence:

1 - RECORDS NOT FOUND

The Lead to Opportunity Business Process is designed in a way that you first have to Qualify the Lead before you move to the Opportunity stage.

When you click on the Qualify button (in the Ribbon), the following actions are completed behind the scene:

Lead Status is changed to Qualified.

An Account is created.

A Contact is created.

An Opportunity is created and linked with Lead (Originating Lead).

Business Process Flow is moved to the Next stage and created Opportunity is shown on the form.

You cannot select an existing Opportunity here (at least in a straightforward way).

For existing Opportunities, there is another Business Process flow named Opportunity Sales Process. Which starts from Opportunity instead of Lead.

To summarize, Qualify the Lead and it should create Opportunity and move you to the next stage.

2 - WHERE ARE THE NEW ENTITIES STORED

The flow menu shows the Business Process Flows, their design, and configuration.

The instances of a Business Process flows are stored in an entity (named after BPF) as Data.

You can find these in the Data ->Tables section, make sure the All tables are shown.

Search by the name of Business Process Flow:

Open a table, and click on Data to see the records in this table:

To see all the records, go to the Advanced Find:

You can apply filters or get details from the Lead/Opportunity as per your needs here.

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Joel D 363 on at

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Hi,

Thank you for your reply.

Unfortunately, I still can't qualify the lead, as even after having filled all the fields in the data steps I can't move to the next stage (when I click on Next stage" it still says "Select Opportunity - No records found"). It depends on the trial version maybe?

As regards the second point, why the search results show more records when I perform the query on Advanced Find?

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Wahaj Rashid 11,321 on at

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Hi,

Did you click on the Qualify button in the ribbon? It should Qualify the lead and take you to the Next stage.

If Qualify button do not work, please share a screenshot if you get any error.

For the second question, you get multiple results because for each Lead, there is one Business Process Flow instance is created.

If you need to see result only for a specific lead, add a filter in your Advanced Find Query:

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Joel D 363 on at

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Hi, thank you.
Here is the screen, I don't get an error message, but I can't move to the Next Stage (Develop). In fact, when I click on "Next Stage", I get "No records found", as if there were no opportunities available...

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Wahaj Rashid 11,321 on at

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Hi,

I am still not sure if you click on the Qualify button (in the menu on top).

What is the lead status? Can you please share full screenshot of lead?

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Joel D 363 on at

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Hi Wahaj,

thank you for your answer.
Yes, you're right, I was looking at the wrong Qualify button, now I clicked on the right one and I succeeded in completing the process.

Apart from that, I was looking at the "Lead to Opportunity Sales Process" Business Process Flow editor.
As in the process on CRM there are some "elements" that I don't see here (the flyout which asks to select an existing opportunity), I wonder whether there are some other places I can look at in order to edit this business process flow, or at least analyze it to see how it really works (including those parts which are "hidden" in the editor window)...

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Wahaj Rashid 11,321 on at

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Hi,

You are welcome.

The flyout you see in the BPF to select existing opportunities is generated by the system and is not customizable (and you can find it in any designer).

When a BPF moves from one entity to another, this flyout shows (to select related record).

From your second screenshot, Triggered processes are used to trigger a process (before/after) current stage.

For example, if you need to send an email after the BPF moves from the Lead to Opportunity stage, you can select that process here.

Its a good idea that you go through following tutorial on BPF:

Create a business process flow in Power Apps - Power Automate | Microsoft Docs

Also, you should find several videos regarding Business Process flows on youtube.

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