Dynamics 365: Understanding the Differences Between Custom Workflows and Plugins

In the realm of Microsoft Dynamics 365, both custom workflows and plugins play pivotal roles in automating processes and extending functionality. However, they differ significantly in their triggers, execution contexts, and use cases. This blog aims to clarify these differences, helping you choose the right tool for your specific needs.

Custom Workflows vs. Plugins

Triggers and Execution:

• Custom Workflows: Triggered by standard workflows in Dynamics 365, such as Create, Update, Status Change, Delete, and On Assign. They always run asynchronously.

• Plugins: Offer a variety of triggers (steps/messages) and can execute both synchronously

  and asynchronously, providing greater flexibility.

Execution Speed and Context:

• Plugins: Typically have a faster execution time and can run before or after the main operation (Pre-Validation, Pre-Operation, Post-Operation). Ideal for scenarios where speed, data validation, and security are crucial.

• Custom Workflows: Can run for extended periods, supporting long-running operations. They execute in the context of the workflow owner and can be manually triggered or automatically based on events.

Development and Deployment:

• Plugins: Must be developed in Visual Studio, compiled, and deployed externally to CRM. They are always active once registered.

• Custom Workflows: Can be created and managed through the Workflow design interface in Dynamics 365, though custom workflow activities require compilation and deployment.

User Interaction and Flexibility:

• Plugins: Generally invisible to users unless an error occurs. They run for all records that trigger the registered events.

• Custom Workflows: Can be manually executed, providing greater flexibility and optional user involvement. They can also be turned off by unpublishing.

Asynchronous vs. Synchronous Plugins

Asynchronous Plugins:

• Do not block users from seeing the results of operations.

• Modify data post-operation, requiring an update call.

• Limited to post-operation execution and not part of the transaction.

Synchronous Plugins:

• Block users until the operation is completed.

• Can modify data before Dynamics 365 persists it.

• Execute within the transaction and can run pre- and post-operation.

Background Workflows vs. Real-Time Workflows

Background Workflows:

• Suitable for processes where immediate results are not required.

• Can handle long operations, including wait conditions.

• Execute as the workflow owner.

Real-Time Workflows:

• Provide immediate results and support transactional operations.

• Execute as the calling user or workflow owner.

• Cannot run for pre-create stages and do not support wait conditions.

Execution Order in Dynamics 365

Understanding the execution order is crucial for ensuring the correct sequence of operations:

1. Real-Time Workflows run before synchronous plugins.

2. Synchronous Plugins execute before asynchronous plugins.

3. Asynchronous Plugins precede background workflows.

By leveraging the appropriate tool—whether custom workflows or plugins—you can optimize Dynamics 365 to meet your business requirements efficiently and effectively.

Conclusion

Choosing between custom workflows and plugins in Dynamics 365 depends on your specific needs for execution speed, user interaction, development complexity, and operational context. Plugins are ideal for fast, secure, and data-critical processes, while workflows offer greater flexibility and user involvement. Understanding these differences will help you harness the full potential of Dynamics 365.

For more insights and updates on Dynamics 365, stay tuned to our blog!