Classic Workflows in Model-Driven Apps: Complete Hands-on Guide
Classic workflows are server-side automation processes in Microsoft Dataverse. They are widely used in model-driven apps for validation, automation, approvals, and record management.
Classic Workflow Types and Their Usage
Classic workflows in model-driven apps can be executed in different modes depending on the business requirement. Each type serves a specific purpose and choosing the correct type is critical for performance and data integrity.
| Workflow Type | Execution Time | Can Stop Save | Typical Use Case | Example from This Blog |
| Background Workflow | After record is saved | No | Automation that should not block users, such as updating fields, sending notifications, or assigning records. | Set default Status to Draft when record is created. |
| Real-Time Workflow | Before record is saved | Yes | Validation and enforcement of business rules where incorrect data must not be saved. | Prevent submitting record when Amount is empty. |
| On-Demand Workflow | User-triggered | No | Manual execution when user explicitly wants to run a business process. | Manual Approve workflow executed from Run Workflow option. |
| Child Workflow | Called by another workflow | No | Reusable logic that should be maintained in one place and invoked from multiple parent workflows. | Lock Record workflow reused during approval. |
| Conditional Workflow | Depends on trigger | No | Decision-making based on conditions using IF / ELSE logic. | Auto approval based on Amount value. |
Best Practice: Use background workflows for automation, real-time workflows only for strict validation, on-demand workflows for user-controlled actions, and child workflows for reusable logic.
0️⃣ Understand Your Current Form (Base Table)
This example uses a custom User-owned Dataverse table. The base form contains the following fields:
Name
Owner
Display Name
Owning Business Unit (system)
BusRules (custom text)
This setup is perfect for practicing all classic workflow types.
1️⃣ Add Required Columns (Very Important)
Add the following columns to the same table:
| Column Name | Type | Purpose |
| Status | Choice (Draft, Submitted, Approved, Rejected) | Triggers and conditional workflows |
| Amount | Currency | Approval logic |
| Submitted On | Date and Time | Background automation |
| Approval Comment | Multiple lines of text | Manual and approval workflows |
| Is Locked | Yes / No | Real-time validation and record locking |
Publish the table and add these columns to your form.
2️⃣ Classic Workflow – Type 1: Background Workflow (Create)
Scenario: Set default values when a record is created.
Create a new workflow
Category: Workflow
Run in background
Start when: Record is created
Steps:
Update Record
Status = Draft
Is Locked = No
Save and activate your workflow
Result: Every new record starts in Draft automatically.
3️⃣ Classic Workflow – Type 2: Background Workflow (Update)
Scenario: Auto-fill Submitted On date when Status becomes Submitted.
Start when: Record fields change
Select field: Status
Condition:
Status equals Submitted
Action:
Update Record
Submitted On = Process Execution Time
Save and activate your workflow
Start when - Record fields change
4️⃣ Classic Workflow – Type 3: Conditional Workflow (IF / ELSE)
Scenario:
If Amount > 50,000 → Approved
Else → Rejected
Condition:
Amount greater than 50000
YES branch: Status = Approved
ELSE branch: Status = Rejected
5️⃣ Classic Workflow – Type 4: Real-Time Workflow
Scenario: Prevent save if Amount is missing when submitting.
Run as: Real-Time
Start when: Record is created or updated
Condition:
Status equals Submitted
AND
Amount does not contain data
Action:
Stop Workflow
Status: Cancelled
Error Message: Amount is mandatory before submitting the record
Result: User cannot save the record.
6️⃣ Classic Workflow – Type 5: Child Workflow
Scenario: Reusable logic to lock a record.
Child Workflow: Lock Record
Run in background
Available as child process
No triggers configured
Update Record → Is Locked = Yes
Parent Workflow: Lock On Approval
Status equals Approved
AND
Is Locked equals No
Action: Run Child Workflow → Lock Record
Child Flow:
Parent Flow:
7️⃣ Classic Workflow – Type 6: Manual Workflow (On Demand)
Scenario: User manually approves a record.
Run in background
Enable: As an on-demand process
Actions:
Status = Approved
Approval Comment = Approved manually
User action: Open record → More Commands → Run Workflow
To run the flow:
8️⃣ Classic Workflow – Type 7: Assign Workflow
Scenario: Assign record to manager when submitted.
Status equals Submitted
Action:
Assign Record
Owner = Manager
Summary
Classic workflows support background automation, real-time validation, conditional logic, child processes, manual execution, and record assignment. Even today, understanding them is essential for maintaining legacy model-driven applications.
