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Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

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  • 1.  Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Posted May 28, 2021 01:04 PM
    Hi,

    I'm trying to get away from using word processing software like Microsoft Word to document business processes because people tend to avoid reading them, they always seem to be out of date, and there are usually multiple copies floating around. I had the idea of creating a power automate business process flow to give a user step-by-step instructions on how to setup a new user account in one of my company's applications.

    I'd like to ask if using a business process flow is a good idea for this since there is no data that must be recorded during the process. All information related to the new user is entered into the application and there is no urgent need to record the data in a Microsoft Dataverse table at this time. I poked around in a business process flow and found that these flows mainly either get input from a user or run a separate flow. I'm just looking to provide instructions to a user in a less boring way than having them read a Word document.

    I'd like to present a series of screens to the user which shows the correct steps for them to take to setup a new user in the application. So something like this with each icon being a separate screen. Would a business process flow be a good idea for this or is there a better solution out there?

    Thank you,

    Richard McCarty


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    Richard McCarty
    Data Analyst
    Niles
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  • 2.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Top Contributor
    Posted May 31, 2021 12:34 AM
    You could make an interactive wizard type app in Power Apps using the values of drop downs and checkboxes to navigate to different screens or display different screen elements that guide the user through a process.

    You can embed the app in SharePoint or as a tab in Teams to put it in front of the users.

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    Will Page
    Technical consultant
    Christchurch, NZ
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  • 3.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Posted Jun 01, 2021 04:14 AM
    The secret with a business process is to make it easier to follow than to avoid.  If you make the system they have to follow more complex than the process it will be counter productive.

    If your process really as simple as shown in your diagram I would consider MS Forms.  We use MS Forms to provide a script for call handling staff.  It isn't about collecting data but the act of answering questions keeps them on track.  And if you find someone isn't following the process right it gives you opportunity to work out where they are going wrong.

    We are changing to MS Dynamics later in the year and you can build better call scripting processes in there.  But for a very simple to develop, deploy and use tool, do have a look at MS Forms

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    Guy Boswell
    Care for the Family
    Newport
    02920810800
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  • 4.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Posted Jun 01, 2021 05:47 PM
    Thanks for the recommendation Guy. I gave MS forms a try and with the branching options I do think it is better than the Word documents I am currently using.

    Thank you!
    Richard McCarty

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    Richard McCarty
    Data Analyst
    Niles
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  • 5.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Posted Jun 01, 2021 05:54 PM
    Thanks Will, I will give that a shot. Would you use a canvas-app or a model driven app? I am very new with power apps. Do you know of any templates out there that could give me a head start?

    Thank you!

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    Richard McCarty
    Data Analyst
    Niles
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  • 6.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?
    Best Answer

    Top Contributor
    Posted Jun 01, 2021 06:17 PM

    Canvas app certainly - the license is included in most 365 plans (business and enterprise) and you can embed these in SharePoint pages.

    Not sure about templates, you could browse through the list of templates in https://make.powerapps.com. You might not find anything close to what you're after but it could be a good start to figure out how things work in a canvas app.

    Your app could use the Naviagte() function to do the work. For example if you have a start screen with a couple of buttons on it like this:



    The OnSelect Property of each button can navigate to another screen:

    And so on...



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    Will Page
    Technical consultant
    Christchurch, NZ
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  • 7.  RE: Is A Business Process Flow a Good Idea For Simply Providing Instructions to Users and Not Recoding Data?

    Posted Jun 07, 2021 10:13 AM
    I'll definitely give this a shot. Now to go to the Power Apps forums :)
    Thanks!

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    Richard McCarty
    Data Analyst
    Niles
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