Process flow stages viewed from grid?

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Posted on by Ben T

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Hello,

We are wanting to have a grid view that shows all contacts who are at different steps/stages within a process flow, but we want to be able to view multiple contacts and their position in the process flow simultaneously. We also want to be able to update the steps at least, and possible the stages, from the grid view. I was thinking a simple way would be to set up a contact view and put all the process steps as columns in the view, and then users can make it an editable grid when they need to change the step values.

Is there a better way to do it that anyone can think of? Thank you.

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LuHao 40,892 on at

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Hi Ben,

Your idea would be the best way, however, after testing, this way currently has obstacles so that it cannot be implemented.

Here is my test steps.

1. I have a Contact BPF with 4 stages.

2. I add the Contact BPF on the site map.

3. I set the Contact BPF control to eidtable grid.

4. On the Contact BPF view, it seems to allow us to change the Active Stage, but when we select another Active Stage, there is no options. This means that we cannot modify the stage in the view of the eidtable grid.

In short, by adding Contact BPF to the site map, we can see the contacts and its stage in the grid, but we cannot directly change it by editable grid control.

So to change contacts stage quickly, we have to create some on-demand workflows, or we can use the tool of XrmToolBox.

Solution 1. on-demand workflow

Set the workflow as follow.

Select the active stage in the update record step.

we will create one on-demand workflow for each stage, if there are 4 stages of Contact BPF, then create 4 on-demand workflow.

Go back to Contact BPF view, select the contacts records, then click Flow > the workflow of a stage. In this way, the selected contacts will be changed to the stage of the workflow.

Solution 2. BPF Manager of XrmToolBox

This is the download page of XrmToolBox: https://www.xrmtoolbox.com/

After decompressing XrmToolBox, open XrmToolBox. exe.

Use your account to connect to the D365 organization. Install the "BPF Manager" tool.

Open "BPF Manager" tool, we can update the stage of some records in bulk.

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Wahaj Rashid 11,321 on at

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Hi,

Don't you have actions on each stage? How do you plan to fill these from a grid view? Actions may change for each stage.

I guess, the best way to use Business Process Flow is on the form, i suggest listing contacts in a view or report with current stage and let User open the contact and move the stages accordingly (normally in Business Process Flows, they need to fill data or complete actions before moving to next stage).

Let me know if it makes sense.

Best,

Wahaj

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Ben T 803 on at

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Wahaj,

Thanks for your thoughts. I was actually thinking we could be the steps as columns in the grid, and then they could fill in the the steps there. It would be nice to have them move from stage to stage, but lets say we have 4 stages with 3 steps each (12 steps in total). I guess the best thing might be to put 12 columns in a contact view, with each column being a step (in their natural order). With an editable grid, a user could update the steps for multiple contacts at once. Opening each record would be ok, but I think it would be faster to update from a grid...most of the step are boolean true/false values, so we would just be switching those as a contact moves through our process.

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Ben T 803 on at

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Lu Hao,

I wonder if there is a way to display the "steps" of each stage as columns in the grid view. What would be perfect would be if when we change the active stage, it would update the grid to show the columns of just that stage...but w/ multiple contacts at multiple stages in a grid view this does not seem possible.

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Wahaj Rashid 11,321 on at

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Hi Ben,

In my opinion, it makes it really difficult for a user to understand what fields to be filled when moving from one stage to another (when all action steps are there in the same grid at the same time). I believe, Business Process Flow on the form gives you a better representation of the stages.

Anyhow, you have better view of the requirements and your user's opinion.

Please do share your findings and experience with us.

Let me know if i can be of any help.

Best,

Wahaj

Furthermore,

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LuHao 40,892 on at

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Hi Ben,

It is impossible to show the all contacts with its columns of the current stage dynamically. The columns of the view are static and cannot be displayed dynamically based on the stage.

Therefore, the only solution should be to create 4 BPF views and set the filter of each view to its corresponding stage, then select the columns of each view to the steps of its corresponding stage.

For example, Stage 1 has three steps.

So I set the filer of the first view to Active Stage Equals Stage 1.

Then I select the columns of the first view to the steps fields of Stage 1.

Do the same for other three stages and views.

In this way, when user would change the steps of any stage, just go to the view of the stage.

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