Model-driven Apps: Processes & Business Process Flow (BPF)

Introduction to Processes in Model-driven Apps

Model-driven Apps within Microsoft Power Platform are designed to deliver structured, data-driven user experiences. One of their most powerful features is the ability to define and manage business processes directly within the Dataverse solution, leveraging tools like Business Process Flow (BPF), business rules, and workflows. These elements allow for process automation, reduced manual errors, and data consistency throughout the entire record lifecycle.

According to Microsoft’s enterprise architecture guidelines, each process in a model-driven app is fully integrated with the data model and can be linked across multiple entities, combining both client-side and server-side automations.

What is a Business Process Flow (BPF)

Business Process Flows (BPFs) represent a visual automation approach that guides users through various stages of a business process. Unlike background automations, BPFs are interactive and provide a direct user experience, enabling users to perform actions and update fields as part of their daily operations.

A BPF consists of stages and steps. Each stage can contain several tasks, including manual actions or triggers that start Power Automate flows or traditional workflows. Branching logic can be configured to handle different paths based on business conditions.

Main capabilities of BPFs include:

• Visual guidance through the business process with customizable stages and steps.
• Support for conditions and branching logic.
• Integration with workflows and Dataverse automations.
• Ability to connect multiple entities within a single flow.

This structure supports complex processes such as sales, customer service, or project management while maintaining simplicity for end users.

Business Rules and Automations

Business rules are tools that allow implementing automation logic without code. They can run client-side or server-side and are used to validate data, set default values, or prevent inconsistent data entry.

Key actions of business rules include:

• Setting default values.
• Showing or hiding fields based on conditions.
• Enabling or disabling controls.
• Displaying error or warning messages.

When combined with BPFs, business rules create a coherent and controlled environment for data entry and management.

Classic Workflows and Automations

Classic workflows in Dataverse provide server-side automation for processes that do not require direct user interaction. They can be triggered by specific events such as record creation, field updates, or completion of a BPF stage. Although Microsoft is gradually shifting automation toward Power Automate, workflows remain important in many legacy implementations.

Process Architecture in Dataverse

The Dataverse architecture integrates processes, rules, and automations into a unified ecosystem. Each table can be linked to multiple BPFs, and each record can have up to 10 active processes simultaneously. Processes are stored as solution components, allowing for easy deployment and management through Application Lifecycle Management (ALM).

Figure: Simplified diagram of a Business Process Flow with three main stages.

Configuration and Best Practices

To create a BPF, use the Power Apps Maker Portal. From there, you can define entities involved, create stages, set conditions, and configure actions. Recommended best practices include:

• Limit the number of stages to those truly necessary.
• Use consistent and descriptive names for each step.
• Assign security roles to control who can view or modify a BPF.
• Test flows in sandbox environments before publishing.

Business rules and BPFs should be maintained within managed solutions to ensure consistency and ease of deployment across environments.

Relation to Other Automations

BPFs can interact with other automations such as Power Automate Flows or server-side plug-ins. For example, an action in one stage may trigger a cloud flow to update external data or send notifications via Microsoft Teams. This synergy extends the orchestration capabilities of business processes in a scalable manner.

Governance and Maintenance

In enterprise contexts, process governance is critical. It is best practice to document all automations, define consistent naming conventions, and monitor process performance. Microsoft offers monitoring tools in the Power Platform Admin Center to analyze BPF usage and performance.

Conclusion

Processes and Business Process Flows are the heart of automation in model-driven apps. They provide a combination of visual guidance, data control, and integration with other Power Platform technologies. Following best practices in configuration and deployment ensures a scalable, secure, and maintainable solution.