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Dynamics 365 - Learning Path Authoring Guided Tasks

In a previous blog (Learning Path Authoring Basics), we introduced Learning Path Authoring and the Content Library.  As stated previously, Guided Tasks are a step-by-step guide driving users through common or new tasks.  They’re also a great way to ensure users follow a consistent process to completing tasks throughout your organization, and work well as supplemental training after an official training session in which you run new users through your CRM deployment.

Guided tasks can include links, videos, and other content in your steps (or bubbles) to help your users become familiar with your CRM deployment.

There are two main steps for creating a Guided Task:

  1. Define how the Guided Task should be triggered and assigning roles to which the task applies
  2. Use the visual Flow Editor to drag and drop steps/bubbles that the users will see as they work their way through the task.

Define How the Guided Task is Triggered

You first need to go to the page in Dynamics 365 where you want your Guided Task to appear.  This is a small but very important step you must take BEFORE going to the content library to create your Guided Task.

For example, I wanted to create a Guided Task about how to create a new Contact.  Therefore, I had to navigate in Dynamics 365 to the Contacts main grid, and then went to Settings –> Training –> Content Library (or display the Sidebar and click on the Content Library icon from the Sidebar that pops out).

After the Content Library loads, click on image_thumb1 to open the dialog to start entering in your Guided Task details

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The following pieces of information should be collected as you start creating your Guided Task:

  • Disable this guided task:  If checked, this Guided Task will not appear to users.
  • Make this an error guided task:   If checked, this Guided Task will only appear to users if there is an error with other Guided Tasks associated with the page from being loaded (e.g., lack of security permissions for the logged in user).
  • Name:  This is the name for the Guided Task.
  • ClientWeb client, Mobile apps, or Interactive Service Hub are options you’ll see based on whether you’re connected to the mobile app interface or Interactive Service Hub when you’re creating the Guided Task.  Remember, it mattered where you came from before you clicked Content Library before you clicked image_thumb10 as that’s where the task will appear.
  • Form factor:  This depends on the Client you selected.  Web will allow you to select Desktop or Tablet.  Mobile apps will let you select Tablet.  And Interactive Service Hub will let you select Desktop.
  • Guided task opens when:  Select whether you want the Guided Task to appear when a Link is Clicked on a Sidebar, or when the Page Loads.
  • Lifecycle stage:  This is an internal use only setting and can be ignored.
  • Dynamics 365 security role:  Select the security role(s) that you want the Guided Task to be displayed for.  If a user is assigned to more than one security role, the Guided Task will appear only for the role with the highest precedence (as described in our previous blog Learning Path Authoring Basics).
  • Status:  The status which remains at Draft until you publish the Guided Task.
  • Advanced Options:  Note: These only appear after you save the Guided Task:
    • Make this error guided task:  This was described above.
    • Supported Languages:  Languages that this Guided Task supports, as well as used for import and export.
    • Author:  The creator/author of the Guided Task.
    • Tags:  Tags can be added to assist with searching for content in the Content Library as well as categorizing your content.
    • App Version:  The Dynamics 365 application version associated with the content.
    • Control Version:  Sets the version of the content.
    • Authoring Repository:  The Authoring Group (organization) for the content.
    • Publishing Environments:  The publishing group(s) (organizations) for the content.

When you’ve completed defining the how the Guided Task is triggered and details of the Guided Task, click on Save to move onto the flow editor.

Flow Editor

After you click on Save on your Guided Task, you’ll automatically be taken to the Flow Editor. 

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You can add a Title to your Guided Task which will be displayed to the end users as they navigate through the Guided Task.

You can also select whether to show fixed ID controls only.  Controls with a fixed ID are outlined in green, and those without are outlined in blue when you drag the tile to pin it to the UI.  Pinning a step to a control without a fixed ID could mean that your Guided Task could break in future Dynamics 365 updates.  However, that will not be the case if you pin to fixed ID controls.

Click on Add New Step to add a new step, and select from one of the following options:

  • Step with Next button:  A step with a Next button allowing navigation to the next step.  The Next button will not display if this is the last step.
  • Step with User action:  Instead of a Next button to move to the next step, the user must click a UI element to continue to the next step.
  • User action with Next button:  This step has a Next button, but clicking the Next button simulates the effect as clicking the UI element to which the step is pinned.  This step can be a little confusing to users, and therefore I’d caution against using this often.
  • Learning Step:  This step can only be used at the end of a Guided Task flow.  It can be used to link to a Learning Path sidebar at the completion of a Guided Task.

Now to create a Guided Task that walks users through a series of steps to create a new Contact.  The first step is going to be getting the user to click on the New button.  I add a new “Step with User action” step, and drag it to the New button.

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I’ll pause here for a second to discuss the 5 buttons that appear on the right of the bubble/step.  From top to bottom those buttons are:

  • Move:  Clicking this will allow you to drag your step to a new UI element.  Not, however, that when I did this, the step name and step description I had typed were cleared out and I had to start over.
  • Content Type:  This allows you to change this from a Text step, to a Video step.
  • Placement:  You can specify where your bubble appears on the UI element control that you pinned your step to.
  • Copy:  Creates a copy of the current step pinned to the same UI element control with the same content, and adds it as a step directly below the current step in the Guided Task flow.
  • Save:  Saves your step.

After adding a few more steps, my Guided Task now looks like the following which walks a user through creation of a contact.

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At any point when you’re editing your Guided Task, you can click the Preview button which is at the bottom left of the Guided Task side bar that pops open from the left.

When in Preview mode, you can click on Check In to make your Guided Task visible to all Learning Path Authors, and then click on Publish so that the Guided Task changes can be visible to end users.

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In addition to checking in and publishing from a single Guided Task, you can navigate to the Content Library and select one or many pieces of content and then select Manage –> Check In, and then Publish –> Publish.

After checking in and publishing the New Contact Creation Guided Task, it looks like the following when a user navigates to the Contact page.

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Considerations

With this great feature allowing users to add customized help throughout the application, there are still some limitations / considerations to be aware of.

  • Learning Path is not supported in the native Dynamics 365 mobile app for phones.
  • When designing a Guided Task for the Web Client, The Tablet form factor refers to running the Guided Task in a web browser on the tablet (not the native tablet mobile app).
  • Creation of Guided Tasks is still finicky with where you are in it, where you click when you click certain buttons.
  • When I was using Internet Explorer 11, the Learning Path Authoring experience wasn’t ideal.  It seemed to work better with Chrome.  For example, when I clicked on a Guided Task bubble/step to edit it, the main Guided Task pane disappeared, and the bubble didn’t appear for me to edit. 
  • When entering in your steps (after dragging onto the UI) for Guided Tasks, remember to click the bottom Save icon to save the title / description / video you enter into the step.  You won’t get a warning if you don’t and your edits will be lost.
  • Before you Preview your Guided Task, make sure you navigate to the page that the task should fire from (e.g., the main Contact List view in my example above).
  • Moving the steps around within a Guided Task did not seem to work (to reorder the steps) so make sure you get your step order mapped out first before creating your Guided Task in CRM.

Final Thoughts

Learning Path has great potential, and the addition of the ability to create your own content makes this feature much more valuable.  I can see the need to create custom content for most of our customer deploys.

For more information on this topic, please see the other posts we’ve made about Learning Path:

Topics: Microsoft Dynamics 365 Microsoft Dynamics CRM Microsoft Dynamics CRM Online