Business Process Flows with Power Apps

welcome to the Hershey house I'm Jeremiah Hersey and today we're going to be talking about business process flows and how to use a table in the columns within that table to help you with your business process flow let's take a look at make.powerapps.com and get started so here we are at make.powerapps.com and on the left hand side you'll notice that we have the option for flows so we're going to click flows and for this example we're going to be creating a business process flow so at the top we're going to click new and we can go ahead and pick a name for this call this Alliance forecasted Revenue flow all right and then we it says choose an entity remember that an entity is a table so our table is called potential clients this brings us to our creation screen each one of these blue boxes is considered a stage throughout your process so this first stage if we look at the details notice that there's nothing really here it says data step new step so what we're going to do is let's go ahead and create a naming convention for some of this stuff so we know what's going on the first thing that we're going to do is we're going to change this new stage name to client created and we can click apply we do have an optional category to put this in if we want to but you do not have to use them so a client has created as my first stage so let's look at the data steps that's associated with that the first one is I want the client name so we're going to select the data field which is the column remember fields are columns so we're going to select client name and click apply there's two ways to do this we can either go to components and select data step and drag it over or we can select data step and click add data step and then select it either way we're going to create a couple more data steps this next one is going to be the contract amount and one nice thing about this is if you select the data field first the name will be Auto populated so you don't have to type it in every time so if I were to create a new data step and I select my field as probability notice that the name is created for the step so that's one less thing that you have to do and our last piece of data is going to be the stage and click apply so the next thing that we're going to do is we're going to add a component and this is going to be a conditional statement condition statements are if then statement if this happens then do this so my new condition is going to be for the contract amount so what I'm going to do is I'm going to create a rule over here on the right that says if the contract amount is greater than or equal to ten thousand dollars and click apply so that is my condition if the contract amount from the field from the column is greater than ten thousand go to the check mark if not go to the x so now we have two options I'm going to create a stage on either side this one I'm going to call high priority make sure your entity is your potential clients or your table is your potential clients and then for underneath here I'm going to create a same thing a stage but this time I'm going to call this one low priority and click apply now we have to set the details of each one of these so let's set the details of the high priority one first so instead of a data step because we're not entering data what I want to do is I want to use a flow step so right here on the right hand side we're going to choose flowstep and we're going to input this in I don't need the data step so I'm going to go ahead and delete it up here so that all I have left is the flow step so let's go into the flow step let's call this send email and here is where we select a flow we're going to select our client created flow which sends an email to our manager with the information embedded click apply and the same thing down here we could also create a flow so we're going to use a flow step and once again we're going to choose our client created flow because regardless of whether it's high priority or low priority I still want to send an email to my manager and let them know that they are going to have a new client but because of our automated flow it is going to send them an email regardless so this is just a secondary email that they're going to get the next thing that we're going to do is we're going to create our last stage and this is going to be our forecasted Revenue and we're going to create the same component for the low priority as well so for this we are going to use a data type and in this data step we're going to select to enter data from the forecasted Revenue remember this is the calculation that we created modules back click apply same thing with this one we still want the forecasted Revenue even though it's a low priority meaning it's under ten thousand dollars all right so the final thing we need to do is validate our flow make sure it works if not it will give us an error this is this stage has one error so if we go to the error message I have not entered a flow so did not select for some reason it didn't accept my flow when I selected the first time so let's click apply and it looks like it took it now so let's validate again and it says validation is successful perfect so let's go ahead and save this we must first activate this so you must activate it in order to see it now we should be good to go so now if we refresh and go to our business process flows and we can see our client forecasted Revenue flow so let's go ahead and run this so as you see at the top we have the option to see our different pieces of our flow here is our form that we created earlier in the modules so let's go and see what this looks like notice that I have the lead because that's set but I can't go to the next priority and currently it says low priority right now so we can't get to this next step until this first step is completed so let's go ahead and fill in some client information so put in a new lead now we can go to the next stage notice it's now a high priority because it's over ten thousand dollars right here we can send an email to our manager letting them know it's a high priority and the information embedded through our flow and then when we go on to the next stage after we've run our flow It'll ask you to log in says processing so we're going to the next stage and the forecasted revenue is approximately 97.50 and so this just a simple example of a business process flow of course it can be tailored to whatever your business specifically needs you can have your conditional if then statements put in however you want to direct the business process flow I want to thank you guys for joining me see you next time

Channel: Hersey House BI

Views: 14,981

Keywords: power apps, business process flows, flows, BI, pragmatic works, Power platform

Id: XBqs1GioH8A

Length: 12min 17sec (737 seconds)

Published: Sun Jan 24 2021