Business scenario – Sales team needs to be able to
add a new customer to Dynamics 365 Finance, but before the customer is used in Sales
the Credit Team needs to review the record and set the proper credit limit and
payment terms. The customer should
automatically go on hold until the review is complete, and an email should
alert the Credit Team to act.
Components used in the scenario – Dynamics 365 Finance
business alerts and Power Automate
Synopsis – By combining the business alert functionality
of D365 with Power Automate the system can automatically manage this business
process. Power Automate will watch for a
new customer to be added in D365. When
the new customer is added, Power Automate will automatically put the account on
Hold with a status reason of New. Power
Automate will also send an email to the Credit Manager including the
information from the new customer as well as a link to the On Hold Customers in
D365.
Step 1 – Create a custom alert rule on All Customers
From the All Customers screen –
options ribbon – share – Create a custom aler
For the alert rule – event should
be “Record has been created” and select “yes” for send externally. Make a note of the Rule ID as this will be
needed in Power Automate
Step 2 – Verify change-based alerts are running
Go to System administration –
Inquiries – Batch jobs
Search for description of Change
based alerts
Verify the batch job is running on
a recurring basis – this job is required to trigger the necessary alerts.
Step 2a – Set up change-based alerts (if not running)
Go to System administration –
Periodic tasks – Alerts – Change based alerts and setup to run on a regular
occurrence using the Recurrence tab
Step 3 - Download the schema of the business event
Go to System administration –
Setup – Business events
Find the category = “Alerts” and
Business event ID = “BusinessEventsAlertEvent”
Download the schema – this text
file will be needed to parse the Json in Power Automate.
Step 4 – Set up Flow in Power Automate
Load Power Automate –
flow.microsoft.com
Create a new flow – “Automated
cloud flow”
The flow trigger is “When a
Business Event occurs” from Fin & Ops Apps (Dynamics 365)
Step 4.1 – Setup Business Event
Select the correct instance for
Dynamics 365 Finance
- Category = Alerts
- Business event = When an alert
rule is triggered
- Legal entity = select the
appropriate legal entity
Step 4.2 – Convert the data from the business event
Add a step of “Parse JSON”
Content = “body” from the Business
Event
Use the text file of the business
event schema above to generate the schema, but pasting it in the “generate from
sample”
Step 4.3 – Filter for the applicable business alert rule
Add a condition step
Used “RuleId” from the Parse JSON
step “is equal to” Rule Number (the rule number is from Dynamics 365 Finance
when the original alert was created. If
you need the rule number, go to “manage my alerts” on the All Customers form
Step 4.4 – Setup the Yes side of the condition
This example there
will be no action taken if the rule id is false or no.
If yes will include three steps
- Get the customer record
- Update the customer record
- Send an email to credit team
Step 4.4.1 – Get the information on the new customer
Prior to
updating the customer record, it is necessary to locate all of the information
on the new record including the customer group and currency.
Add an action in the If yes
section. The connector is Fin & Ops
Apps(Dynamics 365) – Action is “Get a record”
Select the correct instance for
D365 and use the CustomersV3 entity. The
object id is a combination of the data area id and account number. You can select these fields from the Parse
JSON step. KeyValue1 is equal to the
account number.
Step 4.4.2 – Update the customer record information
Prior to
updating the vendor record, it is necessary to locate all of the information on
the new record including the Unique ID.
Add a step – “Update a record”
from Fin & Ops Apps(Dynamics 365) connector
Select the correct instance for
D365 and use the CustomersV3 entity. The
object id is a combination of the data area id and account number. You can select these fields from the Get Record
step above. Company is the data area id and Customer account
number is the account number. Be sure to include
a comma between the two fields.
Currency
and Customer group are required fields.
They can be selected from the Get records step above.
Show
advanced options to access other fields that you desire to up date.
Invoicing and delivery on hold =
is the hold status. This is a drop down,
select All
Account status reason = the reason
the account is on hold
It is possible to update any other
fields including delivery terms, payment terms, credit information, etc.
Step 4.4.3 – Send email to the credit manager
Power
Automate automatically add the Apply to each step, since prior step used List
Rows and there could be more than one result.
Add a step – “Send an email” from Office
365 Outlook connector
Enter the email address of the
credit manager
Enter the subject and body of the
email. It is possible to use dynamics
content from the Get record step to include information on the new customer,
like the organization name, email address, address, etc.
If you would like the credit
manager to be able to quickly get to any customers that are currently on hold
you can include a link to the Customers on hold list page – “dynamics365url.com/?cmp=LEGALENTITY&mi=CustTableHoldListPage”
Step 5 – Add a new customer and test
Save the Flow in Power Automate
Return to Dynamics 365 Finance –
add a new customer
Allow two to three minutes for the
alert to run. The customer should be
changed to on-hold and an email should
be sent.
Summary
This is just a simple example of how you can use Power Automate with Dynamics 365 Finance and Supply Chain. You could follow the same approach to handle vendor onboarding and for adding new products. Power Automate could even load journal entries, or other transactions. I have a few other ideas that I will try to create, so look for more articles soon.
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