Dynamics crm - Business Process flow not getting enabled on the record due to security role

[Poweruser1101]

Hi All, 

I have a the OOB 'Phone to Case Process' business process flow on case. 
I have created 2 apps. One for the Frontline users and the Other for the Backend team

I dont want the frontline users to view the BPF on the case, only the backend team should be able to view it. 

So, I have removed the access to view BPF from the security role applied to the frontline users as shown below - 

However now when the frontline users create a record in case,the BPF does not get enabled.
The BPF is only visible on the form if the backend team creates the record since they have access to the BPF.

I created a cloud flow which will run via Admin account and it will associate the process to the case record  as shown below - 
So this way the BPF gets activated on the records created by Frontline also. 

Is this the correct way to achieve my requirement or they could be a better way to do this. Please suggest. 

Also please suggest if there is a way to activate the BPF on older records which were missed?

[Jmanriquerios]

Hi @Poweruser1101 

There is no correct answer for this, I will explain a little how GMPs work. When you create a BPF, a table is created where the records associated with the BPF that refer to the case table will be stored. In this sense, restricting the security role does not allow them to create the record in the table, therefore the case record is not being associated with the BPF table record.

To solve it, you can use other ways, such as giving permission through the security role to the front-line users, but not entering the BPF in the front-line application, this will allow the BPF to not be seen, only the form.

That way backend users will be able to immediately see the BPF associated with the record without running the process you are doing now.

Regarding regularization, I recommend creating an action, where you simply create the BPF record in the case records that do not have it, place it in the initial stage of the BPF and with that you would have it. You execute this action from Power Automate that obtains all the case records that do not have a GMP record, you can use the manual execution trigger.

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[Poweruser1101]

@Jmanriquerios Thankyou for taking the time to respond and explain. It indeed cleared few of my doubts. Only thing i didn't understand is when you say 'but not entering the BPF in the front-line application'. Did you mean to exclude the Business Process flow from the frontline app? I tried it by removing the BPF from the frontline app and gave the front line users access to the BPF but it doesn't create the record in BPF at all.

[Jmanriquerios · Accepted solution]

Hi @Poweruser1101 

You must give it permission on the table so that the record can be created.

Now this is a standard functionality of Model Driven, if you still don't believe it you should go to JS to be able to hide it. You may have to place a hidden control field to control when it should be shown or hidden

function hideBusinessProcessFlow() {
    formContext.ui.process.setVisible(bool)(false);
}

function showBusinessProcessFlow() {
    formContext.ui.process.setVisible(true);
}

function showHideBusinessProcessFlow() {
    if (formContext.getAttribute("po_hidebpf").getValue()== false) {
        showBusinessProcessFlow();
    } else {
        hideBusinessProcessFlow();
    }
}

Después, agrega el recurso web al formulario y crea un nuevo evento “Form OnLoad” que llame a la función showHideBusinessProcessFlow.

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