Microsoft Dynamics 365 Customer Experience Analyst : Maintain classic workflows in Dataverse

Classic workflows in Dataverse are an older automation feature that let you perform background or real-time actions on data without writing code. They run on the server and can be triggered automatically when a record is created, updated, assigned, or deleted, or they can be started manually by a user. With classic workflows, makers can update fields, create or delete related records, send email notifications, or even start child workflows. Although they remain supported for backward compatibility, classic workflows are gradually being replaced by Power Automate cloud flows, which provide a richer set of connectors, better scalability, and a modern design experience. For new solutions, Microsoft recommends using Power Automate or business rules instead of creating new classic workflows, reserving them mainly for maintaining existing legacy logic inside Dataverse environments.



What are Classic Workflows?

Classic workflows in Dataverse (formerly in Dynamics 365 and CRM) are one of the earliest automation tools available for makers and administrators.
They allow you to define server-side processes that execute business logic when certain events occur on a record — without writing custom code.

They’re called “classic” because Microsoft has introduced newer automation options (like Power Automate and Business Rules) that now cover most scenarios.

How Classic Workflows Work

Server-side execution: Workflows run on the Dataverse server, so they don’t rely on a user keeping a form open.
Triggering options:
  • Automatically on record events: Create, Update, Assign, or Delete
  • On-demand: launched manually by a user or another process
  • Child workflows: invoked by other workflows or plug-ins
Execution mode:
  •  Background (asynchronous) – runs after the triggering event is saved, good for heavy tasks.
  •  Real-time (synchronous) – executes immediately, before or after the record is saved.
Capabilities

Classic workflows let you:
  • Create, update, or delete Dataverse records.
  • Send email notifications or reminders.
  • Change ownership or assign records.
  • Start child workflows or custom actions.
  • Apply conditional branches (`If/Else`) to drive different logic paths.
  • Use wait conditions and timeouts (background workflows only).
Limitations

While useful, classic workflows have several constraints:
  • No external connectors: They only work inside Dataverse (no direct calls to SharePoint, Outlook, etc., without custom activities).
  • Maintenance overhead: Harder to visualize and debug compared to newer tools.
  • No modern expressions: They lack Power Fx support and rely on a more rigid designer.
  • Deprecation risk: Microsoft encourages using Power Automate and plug-ins for new designs.
Classic Workflows vs. New Tools



Why Maintenance Matters

Classic workflows are a legacy feature: they still work, but Microsoft isn’t investing in new capabilities. Proper maintenance ensures:
  • Business processes keep running reliably.
  • Performance and security remain healthy.
  • You have a smooth path if you later migrate to Power Automate or plug-ins.
Key Maintenance Tasks

1. Review workflow inventory
  • Open Solutions or Processes in Power Apps (or legacy Advanced Settings) to see all active/inactive workflows.
  • Check triggers, scope, and owners.
2. Monitor execution & errors
  • Go to System Jobs → filter for Workflow to track failures or long-running jobs.
  •  Address recurring errors by refining logic or reducing unnecessary steps.
3. Keep ownership & security up to date
  • Make sure workflows have an active owner with the correct security roles.
  • Reassign ownership if people leave the organization.
4. Optimize performance
  • Avoid overly complex branches or heavy “Wait” conditions.
  • Use real-time workflows only for logic that must run immediately.
5. Document and version
  • Keep a description of each workflow’s purpose and key steps.
  • Store exported definitions in source control if you manage multiple environments.
6. Plan gradual migration
  • For new requirements, build in Power Automate instead of adding to existing workflows.
  • When feasible, convert legacy processes to flows or plug-ins.
 Best Practices & Tips

 Do not create new solutions entirely on classic workflows; treat them as legacy assets.
 Test workflows in a sandbox before editing them in production.
 Disable workflows that are no longer relevant to reduce system load.
 Use child workflows sparingly — they can complicate troubleshooting.

Summary

Maintaining classic workflows in Dataverse is about inventory, monitoring, optimization, and planning for the future. Keep them stable for existing processes, but prioritize modern tools for anything new so your organization is ready for Microsoft’s evolving platform.

Comments

Post a Comment

Popular posts from this blog

Effective Strategies for Debugging Plugins in Dynamics CRM

Image
In a recent interview, I was asked about debugging plugins in Dynamics CRM. The interviewer specifically wanted to know my approach to plugin debugging. In response, I mentioned using the Plugin Registration Tool profiler. However, I later realized there are multiple methods to debug plugins in Dynamics CRM/Dataverse, each essential for efficient troubleshooting. Debugging plays a crucial role in development, and having a solid understanding of various debugging approaches can help streamline issue resolution in Dynamics 365. Here, I'll explore different techniques for debugging plugin code. There are below options to use in the plugin in Dynamics CRM/Dataverse ITracingService : In Dynamics CRM plugin development, ITracingService is a service provided within the plugin's execution context that logs information for tracing and debugging. It allows developers to capture real-time. Plugin Profiler : A plugin profiler in Dynamics CRM (or Dataverse) is a debugging tool in the Plugi...
Read more

Exploring the Differences: Managed vs. Unmanaged Solutions in Dynamics CRM/Dataverse

Image
In Dynamics CRM/Dataverse, solutions are central to Application Lifecycle Management (ALM) , providing a structured way to manage, package, and distribute customizations across environments. Microsoft uses solutions to transfer apps and customizations by exporting them from one Dataverse environment and importing them into another.  Each solution is authored and maintained by a publisher and includes components like Power Apps (canvas and model-driven), flows, entities, forms, connectors, web resources, and configurations—excluding business data. Solutions streamline ALM practices within Microsoft Power Platform. In Dynamics CRM/Dataverse, there are two types of solutions: Managed and Unmanaged . When planning an implementation, it’s important to understand the advantages and disadvantages of each to make an informed decision. Let’s explore both types to determine the best approach for development and deployment. In Dynamics 365 CRM, a managed solution is a fully packaged solution ...
Read more

Connecting the Dots: FetchXML and Web API Integration in Dataverse

Image
 In Dataverse, FetchXML and the Web API are two powerful mechanisms for retrieving data and interacting with entities. Here's a brief overview of each and how they can be integrated: 1.    FetchXML :      -   Definition:   FetchXML is a proprietary query language used in Microsoft Dynamics 365 and Dataverse for querying data from entities.    -   Usage:   FetchXML queries can be used to retrieve data based on complex criteria, perform aggregations, and filter records.    -   Features:   FetchXML supports various query expressions, including conditions, sorting, grouping, and aggregation functions.    -   Integration:   FetchXML queries can be executed programmatically using client-side scripting, server-side code, or through tools like the Dynamics 365 Web API. 2.    Web API :      -   Definition:  ...
Read more