Microsoft Dynamics 365 Customer Experience Analyst : Maintain classic workflows in Dataverse
Classic workflows in Dataverse are an older automation feature that let you perform background or real-time actions on data without writing code. They run on the server and can be triggered automatically when a record is created, updated, assigned, or deleted, or they can be started manually by a user. With classic workflows, makers can update fields, create or delete related records, send email notifications, or even start child workflows. Although they remain supported for backward compatibility, classic workflows are gradually being replaced by Power Automate cloud flows, which provide a richer set of connectors, better scalability, and a modern design experience. For new solutions, Microsoft recommends using Power Automate or business rules instead of creating new classic workflows, reserving them mainly for maintaining existing legacy logic inside Dataverse environments.
What are Classic Workflows?
Classic workflows in Dataverse (formerly in Dynamics 365 and CRM) are one of the earliest automation tools available for makers and administrators.
They allow you to define server-side processes that execute business logic when certain events occur on a record — without writing custom code.
They’re called “classic” because Microsoft has introduced newer automation options (like Power Automate and Business Rules) that now cover most scenarios.
How Classic Workflows Work
Server-side execution: Workflows run on the Dataverse server, so they don’t rely on a user keeping a form open.
Triggering options:
- Automatically on record events: Create, Update, Assign, or Delete
- On-demand: launched manually by a user or another process
- Child workflows: invoked by other workflows or plug-ins
Execution mode:
- Background (asynchronous) – runs after the triggering event is saved, good for heavy tasks.
- Real-time (synchronous) – executes immediately, before or after the record is saved.
Capabilities
Classic workflows let you:
- Create, update, or delete Dataverse records.
- Send email notifications or reminders.
- Change ownership or assign records.
- Start child workflows or custom actions.
- Apply conditional branches (`If/Else`) to drive different logic paths.
- Use wait conditions and timeouts (background workflows only).
Limitations
While useful, classic workflows have several constraints:
- No external connectors: They only work inside Dataverse (no direct calls to SharePoint, Outlook, etc., without custom activities).
- Maintenance overhead: Harder to visualize and debug compared to newer tools.
- No modern expressions: They lack Power Fx support and rely on a more rigid designer.
- Deprecation risk: Microsoft encourages using Power Automate and plug-ins for new designs.
Classic Workflows vs. New Tools
Why Maintenance Matters
Classic workflows are a legacy feature: they still work, but Microsoft isn’t investing in new capabilities. Proper maintenance ensures:
- Business processes keep running reliably.
- Performance and security remain healthy.
- You have a smooth path if you later migrate to Power Automate or plug-ins.
Key Maintenance Tasks
1. Review workflow inventory
- Open Solutions or Processes in Power Apps (or legacy Advanced Settings) to see all active/inactive workflows.
- Check triggers, scope, and owners.
2. Monitor execution & errors
- Go to System Jobs → filter for Workflow to track failures or long-running jobs.
- Address recurring errors by refining logic or reducing unnecessary steps.
3. Keep ownership & security up to date
- Make sure workflows have an active owner with the correct security roles.
- Reassign ownership if people leave the organization.
4. Optimize performance
- Avoid overly complex branches or heavy “Wait” conditions.
- Use real-time workflows only for logic that must run immediately.
5. Document and version
- Keep a description of each workflow’s purpose and key steps.
- Store exported definitions in source control if you manage multiple environments.
6. Plan gradual migration
- For new requirements, build in Power Automate instead of adding to existing workflows.
- When feasible, convert legacy processes to flows or plug-ins.
Best Practices & Tips
Do not create new solutions entirely on classic workflows; treat them as legacy assets.
Test workflows in a sandbox before editing them in production.
Disable workflows that are no longer relevant to reduce system load.
Use child workflows sparingly — they can complicate troubleshooting.
Summary
Maintaining classic workflows in Dataverse is about inventory, monitoring, optimization, and planning for the future. Keep them stable for existing processes, but prioritize modern tools for anything new so your organization is ready for Microsoft’s evolving platform.
Published on:
Learn more