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D365 Customization Challenges and Solutions: ohya's Practical Guide [#012] ~A Comprehensive Look at 5 Automation Features! No More Confusion When Using Them~

Hello, this is ohya.

So far, over five installments,Dynamics 365 and Power Platform automation featuresI've introduced them one by one.
This 12th installment is a comprehensive summary of the series. We'll deliver the definitive guide to using these tools effectively, useful for both studying for the PL-200 exam and organizing your practical work!

🔙 A look back at what we've done so far

  • 7th installment: Workflow
    　→ An old automation feature that runs on the D365 server side. It's being deprecated, but it's still in use.
  • ・Episode 8: Business Rules
    　→ Control form input without coding. Select Form or Entity in the scope settings.
  • ・9th session: Business Process Flow (BPF)
    　→ Guides you through the steps of the process on the screen. Ideal for standardization and visualization.
  • ・Episode 10: Cloudflow (Power Automate)
    　→ The ultimate automation for connecting D365 with external services. Over 300 connectors.
  • ・11th session: Desktop Flow (PAD)
    　→ RPA automates PC operations. It truly shines when combined with Cloudflow.

📊 A quick comparison chart of 5 features

Features Execution location Main uses Strength weakness
　 D365 Server Record creation and update processing Lightweight and stable internal processing not recommended
No new features
Business Rules Forms/Servers Input control and immediate reflection. No code
UX improvement		 Complex processing is not possible.
GMP D365 UI Business Procedure Guide Process standardization
Progress visualization		 Too many steps makes it complicated.
Cloudflow Power Automate
(Cloud)		 External service linkage
General automation		 Plenty of connectors
Highly expandable		 Execution restrictions and licensing warnings
Desktop Flow on PC
(PAD)		 RPA
PC operation automation		 Legacy compatible
GUI automation		 Execution PC dependent
UI changes are easy

🔑 Usage Chart

  1. 1. Input control in forms?
    → Business Rules
  2. 2. Do you want to guide us through the work procedures?
    → Business Process Flow
  3. 3. Is it just a light process within D365?
    → 　(※New users are not recommended)
  4. 4. Is integration with external services necessary?
    → Cloudflow
  5. 5. Do you want to automate local PC operations?
    → Desktop Flow

💡 PL-200 Exam Preparation Points

  • Organizing things around "where it runs" (server/form/cloud/PC) makes it less confusing.
  • • "External services," "Notifications," "Schedule" = Cloudflow
  • - "Form input control" = Business rules
  • • "Business Process Guide" = BPF
  • • "PC operation" = Desktop flow
  • • Remember that workflows are considered an "old system."

✍️ Summary

The five functions have similar names and can easily be confusing,

  • • Places to move
  • Things that can be done / things that cannot be done
  • • Practical situations

If you keep that in mind, you'll naturally be able to make the right choices.

I hope this series will provide helpful organizational tips for both those studying the PL-200 and those using D365 in their work!

Person who wrote this article
ohya

Nice to meet you! I'm a newbie who jumped into the IT industry in March 2025 and am still learning. I started with no experience in programming or IT, but I'm working hard every day, valuing the motto of "study every day, grow every day, and be grateful every day." There's a lot I don't understand, but that's also why I enjoy learning so much! I'm aiming to move forward little by little and become an engineer who can be useful to others. I look forward to working with you!

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