Within Dynamics 365, workflows are one of the most powerful tools you can have. They have the ability to make the system dynamic – which is what we all want – without customised coding! The ability to create, and amend workflows mean that users have the power to set processes within the system themselves, without the need of a professional coder!

So there are 2 main types of workflows; a real-time workflow and a background workflow.

1. Real-time workflows run in real time. It says it on the tin. This allows any changes via the workflow to be seen in ‘real-time’ – instantly by the user once the record has been saved.
2. The fact that a real-time workflow is run in real time, means that users will have to wait for the process to be completed before they can progress. This may mean that the loading page once saved takes a little longer (however, it is usually just as quick as saving anyway – the user never really seems to see a delay on saving records in most cases).
3. This however, as you can image uses more system resources. Therefore, too many real-time workflows can slow the system down in general as there are numerous jobs being passed and processed at once. Not in a queue.
4. Any issues that may be seen in a real-time workflow cannot be checked via business processes in Dynamics 365. Therefore, it does sometimes lead you to figure out the issue manually!
5. The main difference, in our humble opinion, is the fact that real-time workflows can roll back changes if any part of the workflow fails. This means, if the workflow has numerous steps – if the last step fails, the ones before it will not save either. This is GREAT when the flow is complex and is dependent – as it means the issue can be resolved, and the workflow can be run again without having to deal with any records which have already been amended.

It’s probably pretty obvious that background workflows will not have the opposite aspects to Real-time, however, just to help us clarify, I think its good to create a list for this too!

1. 1. Background workflows, as in the name, run in the background. This means, even when a record is saved, that is usually when the workflow is triggered, and will continue to run without stopping the user from progressing. The user may need to refresh the screen a few times before they see these changes present themselves.
   2. This does however mean, that background workflows do not stop or delay the user in proceeding with work whilst it is running in the background!
   3. Background workflows do not use as many system resources. This means there is no hinderance to the system processing time.
   4. A great part of a background workflow is the ability to check what is wrong with the workflow if it fails. Background processes allows you to monitor which workflows have failed and at which point, making trouble shooting that much easier!
   5. Background workflows run in order. If the workflow has numerous stages, and fails at the last, all previous changes will have commenced except for that last one. This means, you may have to revert the changes manually (or with a bulk edit/another workflow) to continue on.

Find out more…

As you can see, there are some big differences between the two workflows, and hopefully, the points above will allow you to see which is best for your scenario! We do always recommend that you use a background workflow to test the workflow (as this will allow you to have business processes show you if it has failed, and if so why) – and then if relevant, you can change this to a real-time workflow!

Good luck with your workflow creations!

If you would like any further information about either of the CRM systems mentioned above, please feel free to give us a call at Dynamix Systems on 0161 711 0418. or drop us an email at info@dynamixsystems.co.uk , we will be happy to help! We do specialise in Microsoft Dynamics 365 systems; however, we are happy to help and be honest in terms of which kind of systems are best for you! We believe in helping you grow, regardless of how that looks!