How to Resolve the Business Process Flow Not Showing Dynamics 365 Issue: A Step-by-Step Guidance

If a business process flow not showing in Dynamics 365 because it was not added to the specific Model Driven App that the users lack permissions. The record is not saved or the BPF is not correctly assigned or activated for the entity role. Fix this issue by adding the Business Process Flow(BPF) in the app designer checking the security roles and ensuring proper BPF activation and verifying the record is saved. In this blog you will learn about what BPF is in Dynamics 365, common reasons for business process flow not showing Dynamics 365 and steps to resolve this problem in detail.

What is Business Process Flow in Dynamic 365?

A Business Process Flow in Dynamics 365 is a visual step-by-step guide that leads users through a defined business process like sales and customer service. It ensures consistency and accuracy by breaking down complex tasks into manageable stages and steps to reduce training time and improve the data quality. These process flows appear as a control at the top of a record from showing users where they are in the process and what information needs to be captured at each stage.

Key Characteristics

• Optical Guidance: Displays progress bar at the top of the screen showing users where they are in the process.
• Regulate Process: Codifies complex sequences into stages and steps ensuring consistent execution across the organization.
• Process Timer: Shows how long a record has been in a particular stage helping to identify the bottlenecks.
• Drag & Drop Designer: An Intuitive interface for creators who build, modify and manage flows easily.
• Power Automation Integration: Can trigger power automate flows for more complex automation within the stages.

Common Uses

• Sales: Generate guiding leads from qualification to closing opportunities.
• Customer Service: Standardizing the case management from creation to resolution.
• Marketing: Helps manage the campaigns workflows.
• Project Management: Oversees the project stages and tasks.

Functions & Benefits

• Guidance: Provides a visual clear roadmap for the users to follow the established procedures and reduces reliance on extensive training.
• Consistency: Ensures everyone follows the same process for tasks which include tasks like lead conversion or order fulfillment on extensive training.
• Data Quality: Enforces mandatory data entry at specific points which results in accurate and complete records.
• Efficiency: Streamlines the operations by standardizing workflows which includes conditional logic for different paths.

Reasons for Business Process Flow Not Showing Dynamics 365

Here we explain some common reasons why business process flow not showing Dynamics 365, mentioned below.

• Not Added in the App: The business process flow was not explicitly added to the model-driven apps components in the app designer. It happens because BPF is correctly created, active and assigned to the correct entity, it will not appear unless it is included as a component in the app.
• Incorrect Order: Other BPFs are prioritized or the default order is not right. When multiple BPFs exist for the same entity then Dynamics 365 loads the active BPF with the highest order that the user has access to. If the intended BPF has a lower priority then it will not load by default.
• Security Permissions: Users’ security role does not have the required privileges to access the Business Process Flow or its underlying entities. Without proper read and append permissions, the BPF will not be visible to the user.
• Inactive BPF: The process flow has not been activated. Only active BPFs are available for use in Dynamics 365, so that the process must be activated after creation or modification.
• Wrong Process Picked up: Multiple BPFs exist for the same entity and the record might be associated with a different process. The user must manually switch to the desired BPF using the Process button on the command bar.

Steps to Solve Business Process Flow Not Showing Dynamics 365 Problem

To fix Business Process Flow not showing in Dynamics 365 ensure that the BPF is a simple process, which are mentioned below.

Step 1: App Configuration & Activation

Add to App

• Power Apps → Apps and select your Model-Driven App → Edit.
• Now open App Designer and select Business Process Flows.
• Add the required BPF and Save or Publish the app.

Activate BPF

• Go to Solutions and locate the Business Process Flow.
• Ensure its status is Activated and if it is not active then activate it.

Step 2: Security Permissions

Check Security Roles

• Go to Settings → Security → Security Roles and open the user’s role.

Grant Entity Access

• In the role, go to the Business Process Flow tab and ensure the specific BPF has Read access.
• Ensure all entities used in the BPF stages have appropriate permissions such as Read/Write/Create as needed.

Step 3: Existing Records

Manual Switch

• Open the record and click the Process button.
• Manually select the desired BPF.

Bulk Workflow

• Create an on-demand workflow or Power Automate flow.
• Use Set Process action to assign the new BPF.
• Run it on existing records.

Step 4: Potential Bugs

• Open the BPF in the designer.
• Click Order Process Flow.
• Set the correct priority.
• Save and Activate.

Step 5: Check Limitations & Potential UI

• Review BPF limits to ensure you have not hit them (maximum 10 active processes/entity, 30 stages/process).
• If using a custom theme, ensure the Accent Color is defined.
• Missing or invalid accent color can cause the BPF bar to appear hidden.

Switch Process

• In the app click on the Process button on the command bar to manually select the BPF.
• The BPF will only appear here if it is active, add to the app and have user permission.

Conclusion

In conclusion, when BPF is not showing in Dynamics 365 is usually that a configuration issue exists often. Most problems related to the security roles, not being activated, missing security role permissions or not being applied to existing records. Taking the time to validate these areas will save troubleshooting effort and keep business processes running smoothly in Dynamics 365.