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Demonstration – Create a Workflow

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In this demo we will create a workflow that will assist [INAUDIBLE] in maintaining consistent data about their customers. Whenever new contact is created our contacts account changes. Business would like to set contact’s phone number if it’s not provided to that of the parent account. Let’s see if we can create a workflow that will assist [INAUDIBLE] to achieve that goal. First of all, we navigate into Power Apps Admin portal, and select appropriate solutions. So let’s select Common Data Services default solution.
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In that solution, we would like to create a new process. At the moment, we need to use Classic interface so we switch to Classic, and then select Processes and start adding the new process. So first we name the process, let’s say contact update phone number. Then we select the category, which is a workflow, and then we select an entity, which is a contact entity.
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And now the new screen opens and we can start creating the workflow. First of all, we decide that we want to run it in the contacts of the organisation, so whenever a new contract is created by anyone in the system. So we confirm that we would like to run the workflow when the record is created or when the record field changes and we pick up exactly the field that we would like to monitor the change of. In this instance, we would like to monitor the change in the company name.
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And now we can start creating our workflow. So the first step would be to verify the condition. So we would like to check in, so let’s name this step, verify that contact phone number does not exist.
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And here we select the condition and we check that the contact and we select business phone number as a field and we say that it doesn’t contain data. In addition, we would like to verify the parent account phone number does exist. So we select the company name and we select that it’s account, because it could be another contact. And we select that the main phone number field does contain data. In addition, that will verify that our parent account name, the company name, is account entity and not the contact entity. So now that we have a condition, let’s add a step, and the step will be an update record step.
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So what we would like to do is set the phone number here.
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Inside the contact we now say we would like a business phone number to be that of the parent account. And we select main phone number.
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And we add it to the value and set it. All we have to do now is to activate the workflow. Activating work flow will as well save it.
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We confirm that we indeed would like to activate the workflow. Now that our workflow is activated, we are ready to test it. So let’s switch back to the list of contacts and start creating a new one. We will create a new contact, enter the value. And we set the parent account name, let’s say to Adventure Works. As we can see, Adventure Works has the phone number 555-0152. So we select Adventure Works and we don’t specify the phone number here. So now we can save and close the record.
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And the record is here but there is no phone number yet. So now we can switch back to the workflow and check the running sessions.
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As we can see, the workflow has started but it’s waiting for resources. And now it’s succeeded. So now we can switch back and open the record for Nancy, and as we can see, the workflow set the phone number to be that of the parent account selected. This is very simple example, but it shows powerful capabilities of the workflows to orchestrate and automate processes without the need for any user interaction.
This demonstration gives an example of creating a workflow that will solve an issue that is experienced in a common business process.
When a person updates their contact information, their phone number needs to be updated on other systems.
This demo walks you through how to complete this workflow.
In the following activities, you will learn how to do similar processes in more detail.

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Can you think of a workflow in your business that could be simplified for the user experience by implementing a workflow? How would you implement this?
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