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Executing a Workflow Upon Change of Business Process Flow Stage in Dynamics CRM

Post Author: HCLTech |

In today's blog, we'll go over how to create a workflow that executes on change of a stage in a business process flow, an exciting new feature in CRM 2013. Just follow these steps:

1. Starting in a newly created synchronous workflow that runs on the opportunity entity, click on the Record fields change check-box.

 Workflow Upon Change of Business Process Flow Stage

*This can be achieved from a synchronous workflow, or an asynchronous workflow.

2. Next, click on the Select button next to the check-box. This will open a window allowing you to select from multiple fields that exist on the entity. Look for Process Stage, check the box next to it, and press OK.

Executing a Workflow Upon Change of Business Process Flow Stage in Dynamics CRM

3. Now, proceed to build out your workflow to achieve your desired functionality. Once you've finished, save and activate the workflow.

4. The workflow will fire each time that a user presses the Next Stage button on the business process flow:

Executing a Workflow Upon Change of Business Process Flow Stage in Dynamics CRM

That's it! Hopefully this was helpful in explaining a simple but useful workflow technique!

If you haven't yet made the switch, and you're looking for more information towards how to upgrade to CRM 2013, check out our blog on preparing for CRM 2013.

Happy CRM'ing!

By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

10 comments on “Executing a Workflow Upon Change of Business Process Flow Stage in Dynamics CRM”

  1. Thanks for the great step-by-step. What if I want to execute a workflow on only one specific stage of the process?

    1. To make Workflow on for specific specific stage of the process, just put a new if condition on the workflow , and check for the specific stage category Id / stage Name

      1. I have tried this, and is working when I try to change to next step, but if I change another field without change stage an try to save the record the worlflow is trigered always.

        1. Hi - Check that by changing this other field, you are not advancing to the next step automatically ?? And double check how the workflow is being triggered. On change of just the one field or additional fields ?

          1. Hi, it is working now, but I have to check in the next stage name and trigger after change in the field of stage_id. Before I have tried triggering on the before change of stage_id and validating the name of the current stage. Ex the stage that I want to prevent is from B to C. The right way is validate the name of stage "C" and I was validating the stage name "B". I hope it is understood.

  2. Hi Joe,

    I want to show a Jscript confirm dialog when the user reverts the stage(means clicking the previous stage button in BPF). So, If the user clicks 'OK', stage should be reverted to previous stage, and if he clicks 'Cancel',it should be in the same stage. How can we achieve it?.

  3. If I select more than one field in the list of fields that changed, will the workflow run if either field changes, or only if both fields change?

  4. Hi Joe,

    I have added new stages to Sales stage option sets which are used in the business process flow for Opportunity.

    Is it possible to create a task using workflow only when we move to a particular stage (i.e."Develop") in the business process flow. ?


  5. Hi Everyone,

    I am also struggling to get this to work on Dynamics 365 July 2017 update. I would love this to work. I don't have a field called 'Process Stage'. If anyone could shed any light on this that would be great. Please see the screen shot of my fields in my custom entity.

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