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Create a mobile task flow

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Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM Online

Design a flow in Microsoft Dynamics 365 for phones or Microsoft Dynamics 365 for tablets based on common tasks your users perform. For example, if they need to regularly perform a series of follow-up steps after client meetings, create a task flow. When users tap the new task in their mobile app, it will lead them through from start to finish so they don't forget an important step.

Task flows can use multi-entity forms and logic, and can have form logic that runs across the task flow pages.

Note

This topic shows how to create a task flow with Dynamics 365 or Dynamics CRM. You must have the December 2016 update for Dynamics 365 (online and on-premises) to use Dynamics 365.

Create a task flow in Dynamics 365

  1. Make sure that you have the Manager, Vice President, CEO-Business Manager, System Administrator, or System Customizer security role or equivalent permissions.

    Check your security role

    1. Follow the steps in View your user profile.

    2. Don’t have the correct permissions? Contact your system administrator.

  2. Go to Settings > Processes.

  3. On the Actions toolbar, click New.

  4. In the Create Process dialog box, complete the required fields:

    • Enter a process name.

    • In the Category list, select Business Process Flow.

    • In the Entity list, select the entity you want.

  5. Click the Run process as a task flow (Mobile online) option.

  6. Choose OK.

    The task flow designer opens in a new window.

    Task flow designer window

  7. If your users will progress from one page to another in order, drag the Page component from the Components tab on the right side of the screen and drop it on the + sign in the appropriate spot. To add a name for a page, click the page, click the Properties tab, type a new name, and the click Apply.

  8. To add a branch to the task flow, drag the Condition component from the Components tab and drop it on the + sign in the appropriate spot. To set properties for the condition, click the condition, set the properties in the Properties tab, and then click Apply.

    Note

    As you add pages and conditions to the task flow, you'll see a minimap in the lower-left corner of the window that shows all the pages and conditions in the task flow.

  9. To add a field, label, or section label to a page, drag Field, Label, or Section Label from the Components tab to the appropriate page. To change the properties for one of these items, click the item, set the properties in the Properties tab, and then click Apply.

  10. To validate the task flow, click Validate on the action bar.

  11. To save the process as a draft, click Save at the top of the screen. (As long as a process is a draft, people won’t be able to use it.)

  12. To activate the task flow so that people can use it, click Activate.

Tip

Here are a few tips to keep in mind as you work on your task flow in the designer window:

  • To take a snapshot of everything in the task flow window, click Snapshot on the action bar.

  • To connect a valid component to another valid component in the designer, click Connector on the action bar.

  • You can make the images on the screen larger or smaller by clicking the Increase the zoom level or Decrease the zoom level buttons in the upper-right corner of the screen. Click the Fit to canvas button to blow the images up to the largest size that fits on the screen.

Create a task flow in Dynamics CRM

  1. Make sure that you have the Manager, Vice President, CEO-Business Manager, System Administrator, or System Customizer security role or equivalent permissions.

    Check your security role

    1. Follow the steps in View your user profile.

    2. Don’t have the correct permissions? Contact your system administrator.

  2. Go to Settings > Processes.

  3. On the Actions toolbar, click New.

  4. In Process Name, enter a name for your task flow

  5. For the Category, select Business Process Flow from the drop-down list.

  6. Select Run process as a task flow (Mobile only).

  7. For the Entity, select the type of record from the drop-down list.

  8. Click OK.

  9. Type a description for your task flow. You can use up to 2000 characters.

  10. To set an image to use as the task flow’s launch icon and background image, click Set image. In the pop-up window, either upload a picture or select the default image and click OK.

  11. Fill in the information for the first page in your task flow:

    • Type a name for the page.

    • Select the entity to base it on.

    • For each item on the page, enter a label and select the source and field.

    Note

    Task flows have a limit of 100 fields per page.

  12. Continue editing your task flow:

    • To add another page in your task flow, click Insert page.

    • To add a branch in your task flow, click Add branch, set the conditions for when you want the branch to appear, and click the checkmark. Then click Insert page to add a page in the branch.

    • To set business rules for this task flow, click Business Rules. For more information about using business rules, see Create and edit business rules.

  13. When you’re done editing your task flow, click Save.

  14. When you’re ready to make your task flow available for use, click Activate.

See Also

Create a business process flow
Create business rules and recommendations to apply logic in a form
Assign a security role to a business process flow
Guide staff through common tasks with processes