Classic Workflows in Model-Driven Apps

Classic Workflows in Model-Driven Apps: Complete Hands-on Guide

Classic workflows are server-side automation processes in Microsoft Dataverse. They are widely used in model-driven apps for validation, automation, approvals, and record management.

Classic Workflow Types and Their Usage

Classic workflows in model-driven apps can be executed in different modes depending on the business requirement. Each type serves a specific purpose and choosing the correct type is critical for performance and data integrity.

Workflow Type Execution Time Can Stop Save Typical Use Case Example from This Blog
Background Workflow After record is saved No Automation that should not block users, such as updating fields, sending notifications, or assigning records. Set default Status to Draft when record is created.
Real-Time Workflow Before record is saved Yes Validation and enforcement of business rules where incorrect data must not be saved. Prevent submitting record when Amount is empty.
On-Demand Workflow User-triggered No Manual execution when user explicitly wants to run a business process. Manual Approve workflow executed from Run Workflow option.
Child Workflow Called by another workflow No Reusable logic that should be maintained in one place and invoked from multiple parent workflows. Lock Record workflow reused during approval.
Conditional Workflow Depends on trigger No Decision-making based on conditions using IF / ELSE logic. Auto approval based on Amount value.

Best Practice: Use background workflows for automation, real-time workflows only for strict validation, on-demand workflows for user-controlled actions, and child workflows for reusable logic.

0️⃣ Understand Your Current Form (Base Table)

This example uses a custom User-owned Dataverse table. The base form contains the following fields:

  • Name
  • Owner
  • Display Name
  • Owning Business Unit (system)
  • BusRules (custom text)

This setup is perfect for practicing all classic workflow types.

1️⃣ Add Required Columns (Very Important)

Add the following columns to the same table:

Column Name Type Purpose
Status Choice (Draft, Submitted, Approved, Rejected) Triggers and conditional workflows
Amount Currency Approval logic
Submitted On Date and Time Background automation
Approval Comment Multiple lines of text Manual and approval workflows
Is Locked Yes / No Real-time validation and record locking

Publish the table and add these columns to your form.

2️⃣ Classic Workflow – Type 1: Background Workflow (Create)

Scenario: Set default values when a record is created.

  • Create a new workflow
  • Category: Workflow
  • Run in background
  • Start when: Record is created

Steps:

  • Update Record
  • Status = Draft
  • Is Locked = No
Save and activate your workflow

Result: Every new record starts in Draft automatically.

3️⃣ Classic Workflow – Type 2: Background Workflow (Update)

Scenario: Auto-fill Submitted On date when Status becomes Submitted.

  • Start when: Record fields change
  • Select field: Status

Condition:

Status equals Submitted

Action:

  • Update Record
  • Submitted On = Process Execution Time
  • Save and activate your workflow

Start when - Record fields change

4️⃣ Classic Workflow – Type 3: Conditional Workflow (IF / ELSE)

Scenario:

  • If Amount > 50,000 → Approved
  • Else → Rejected

Condition:

Amount greater than 50000

YES branch: Status = Approved

ELSE branch: Status = Rejected


5️⃣ Classic Workflow – Type 4: Real-Time Workflow

Scenario: Prevent save if Amount is missing when submitting.

  • Run as: Real-Time
  • Start when: Record is created or updated

Condition:

Status equals Submitted
AND
Amount does not contain data

Action:

  • Stop Workflow
  • Status: Cancelled
  • Error Message: Amount is mandatory before submitting the record

Result: User cannot save the record.

6️⃣ Classic Workflow – Type 5: Child Workflow

Scenario: Reusable logic to lock a record.

Child Workflow: Lock Record

  • Run in background
  • Available as child process
  • No triggers configured
  • Update Record → Is Locked = Yes

Parent Workflow: Lock On Approval

Status equals Approved
AND
Is Locked equals No

Action: Run Child Workflow → Lock Record

Child Flow:

Parent Flow:

7️⃣ Classic Workflow – Type 6: Manual Workflow (On Demand)

Scenario: User manually approves a record.

  • Run in background
  • Enable: As an on-demand process

Actions:

  • Status = Approved
  • Approval Comment = Approved manually

User action: Open record → More Commands → Run Workflow

To run the flow:

8️⃣ Classic Workflow – Type 7: Assign Workflow

Scenario: Assign record to manager when submitted.

Status equals Submitted

Action:

  • Assign Record
  • Owner = Manager


Summary

Classic workflows support background automation, real-time validation, conditional logic, child processes, manual execution, and record assignment. Even today, understanding them is essential for maintaining legacy model-driven applications.

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