When I make a copy of the OOTB Business Process Flow labeled 'newprocess' associated with the Knowledge Article entity and activate it/publish the app, it fails to Publish the article (without changes being made to the BPF). I have a MS ticket open, but they are slow to respond.
Repro steps:
If it isn't added, add the Newprocess BPF from the Default solution to target Solution
Open the Newprocess BPF
Perform a Save as (there is no prompt for a rename)
Deactivate the Original BPF
Go to the Solution and find the New Process (Copy)
Activate the (new) BPF
Add the COPY BPF to the Model Driven app, publish customizations
Select New from Template (select a template)
Navigate the stages to the Publish stage
The last Stage prompts for an expiration date which is optional
Select Finish
Observe the article status doesn't change to Live Solution / Publish.
We already have over 500 articles published using the out of the box BPF and identified some improvements we want to make in the flow. I have tried to find details on how the OOTB process works but I'm having no luck. I've found that the Publish column is a Global Choice column that has a dependent system form - Publish Knowledge Article. When running the OOTB flow, it presents a dialog box with a Publish button. I thought researching the dependencies would help me to see what script is launching/doing the Publish but I've not been able to see/access the dialog (2nd image).
I'm also concerned that even if we made the edits to the (original) BPF, there may be negative impacts to the existing Articles in draft. We want to introduce 2 new Stages. If you are still reading, I would love to hear how you would solve this!
I've reviewed the other posts but they do not help
I've learned a lot since posting this back in August so I'm updating and closing it for others to reference.
Although I wasn't able to find the details of what happens with the OOTB 'New Process' at the Publish stage, from what I could tell, the changes needed to 'Publish' are to Update the Status to Publish and the Status reason to Live Solution. I can only assume this is what occurs in the 'backend' code which isn't visible/documented. The Expired process stayed as it was since it is tied to the Knowledge Article table, not the BPF.
One of the main reasons we wanted to improve the BPF was to capture Start and End time of the various stages (Time-to-Publish). This is possible using PowerAutomate cloud flow and creating a new table for recording each stage. At the same time, the Status/Status Reason fields are updated to simulate the same behavior as the OOTB entity.
I met with a MS SA and he reviewed my revisions and wasn't able to identify any gaps from the original BPF. 🎉He did not have the backend details to be 100% sure but this was enough for us to feel confident in deploying.
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