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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / BPF not showing for so...
Customer experience | Sales, Customer Insights,...
Suggested Answer

BPF not showing for some records when incorrectly qualified

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Posted on by Matthu 72

Hi,

Following lead to opportunity a user has somehow qualified a case and not taken the business process flow through. Our cases then move from opportunity into a custom entity and  when I select process flow to bring up the missing BPF it says:

"Select a different process.

No business process flows are available."

I went back to lead and used the process to move through to the next stage but when i attempted to do the same to move into the custom entity it duplicated the record. I already have data for this record in the custom entity so a duplication is of no use. I really need the ability to turn on the process at this third stage.

Does anyone have any ideas?

Thanks so much in advance.

Matthu

I have the same question (0)
  • HR-09070029-0 Profile Picture
    HR-09070029-0 18 on at
    Hi @matthu, did you ever find a solution for this, I am also having heaps of trouble with business process flows not appearing on some entities that were qualified with a different process?
  • JeroenS Profile Picture
    JeroenS 50 on at
    Could this be security related? so that that specific user does not have the privileges for your custom entity?
  • ba365guy Profile Picture
    ba365guy 2,950 on at
    You can do this by following the steps mentioned in this post. 
  • Suggested answer
    Saif Ali Sabri Profile Picture
    Saif Ali Sabri 2,351 Super User 2025 Season 2 on at

    This issue is often encountered when users inadvertently skip steps in a Business Process Flow (BPF) or qualify records in ways that the BPF does not expect. Dynamics 365 enforces certain stage transitions based on the BPF configuration, which can lead to problems if records jump to an unexpected stage or entity without following the designed flow.

    1. Verify the BPF Configuration for Each Stage

      • Ensure the BPF is configured to support seamless transitions between Lead, Opportunity, and your custom entity.
      • Go to Settings > Processes and open the specific BPF you’re using.
      • Check the stage transitions and make sure that each stage is configured to move correctly from one entity to the next.

    2. Manually Reassign the BPF to the Record in the Custom Entity

      • Open the custom entity record where you want the BPF to be applied.
      • In the command bar, select Process > Switch Process.
      • If your desired BPF does not appear in the list, this may indicate that the BPF isn’t configured to start at this stage or entity for this specific record.

    3. Use Advanced Find to Reassign the BPF

      • Sometimes, BPFs can get misaligned due to how records were qualified. You can use Advanced Find to filter and identify records missing the correct BPF, and then manually reassign the BPF if necessary.
      • Go to Advanced Find, select your custom entity, and add a filter to show records without the correct BPF.
      • Open each record, then attempt to manually reassign the BPF through Process > Switch Process.

    4. Use a Workflow or Power Automate Flow to Attach the BPF

      • If manual reassignment doesn’t work, consider using an on-demand workflow or Power Automate to assign the BPF to the record.
      • Create a workflow that runs on the custom entity and attaches the BPF by setting the Process Stage to the appropriate BPF stage.
      • This can help automate the assignment process without creating duplicates.

    5. Remove or Archive the Duplicate Record (If Already Created)

      • If a duplicate record was created when you tried to switch the process previously, you’ll want to either delete or archive it to avoid confusion. Since you already have data in the original record, make sure the duplicate doesn’t interfere with reporting or workflows.

    6. Adjust Security Roles and BPF Permissions (If Needed)

      • Ensure that the user has the correct permissions to access and interact with the BPF at each stage. Go to Settings > Security > Security Roles, and confirm that the user’s role includes permissions for each entity within the BPF.
      • Without proper permissions, Dynamics 365 might block the BPF from being applied or displayed, especially in custom entities.

    Additional Notes

    • If your BPF allows for records to start mid-process (e.g., skipping the Lead or Opportunity stage), you may need to adjust the Starting Point settings in the BPF configuration. This would allow records to pick up the BPF in later stages.
    • Consider training users on the proper qualification process to prevent similar issues in the future, especially since BPFs in Dynamics 365 don’t handle out-of-sequence transitions very well.

    Recap

    • Check BPF configuration for allowed transitions and make sure it supports starting from the custom entity.
    • Manually reassign the BPF to the record using Switch Process.
    • Use Advanced Find to locate affected records and assign the correct BPF.
    • Use a workflow or Power Automate to automate BPF attachment if manual methods don’t work.
    • Remove any duplicates created inadvertently.

     

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