Workflows in Dynamics GP Mark Jensen Director of Product Management, InterDyn BMI Presentation originated with the help of Rod O’Connor, GPUG Member

Introductions A bit about me: Started ERP life in GPA for DOS Tech Support at Great Plains Software Have worked with Dynamics GP since V0.5 (Support, Training, Product Mgmt) Last 20 years focused on Software Product Management/Marketing Lived in Fargo for 27 years; now based in Minneapolis/St. Paul area

What? How? What is Workflow? Setup Configuration

What is workflow? Workflow allows users to control repetitive tasks, such as approvals, with no involvement from IT other than the initial installation. Added in GP 2013R2 Replace the old SharePoint based workflows Work with the web client Out of the box functionality! Ties to Active Directory for roles and process participants Useful for tasks as well as approvals. Workflows were new in GP2013 R2 No need for Sharepoint Approvers do not have to be GP users. They can approve/reject directly from email. All actions taken including comments are recorded back into GP. @GPUG

Workflow Types GP2013 R2 GP2015 GP2015 R2 Purchasing Payroll Project Purchase Order Approval Purchase Requisition Approval Payroll Timecard Approval Project Timesheet Approval GP2015 Financial General Ledger Batch Approval Sales Receivables Batch Approval Purchasing Payables Batch Approval Vendor Approval Payroll Employee Profile Approval Employee Skills Approval Direct Deposit Approval W4 Approval Project Expense Report Approval GP2015 R2 Purchasing Payables Transaction Approval Administration Smartlist Designer View Approval Workflows are setup and maintained as types. Here are all of the types of workflows now available in Dynamics GP.

Before you configure workflow Requires Dynamics GP Web Services to be installed and configured http://www.azurecurve.co.uk/2014/12/hands-on-with-microsoft-dynamics-gp-2015-rtm-web- services-installation/ Consider deployment options carefully if planning to use Web Client as well Set up a Workflow Active Directory “User” to use while sending email notifications. Set up AD Groups for notification recipients (e.g. “Travel Voucher Approvers”) for planned workflows, even if there is only 1 approver in the group. This posting on azurecurve does a good job of providing the step by step instructions for installing and configuring webservices. Try to avoid using individual users but instead use groups. @GPUG

Setting up workflow Setup Calendar eMail @GPUG

Workflow setup Menu: Microsoft Dynamics GP -> Tools -> Setup -> System -> Workflow Setup Navigation Panes: Administration -> Setup -> System -> Workflow Setup Enable email actions allows for people to approve/reject requests within email. The Server Name is typically the server where you have setup webservices. Go to Dynamics GP and show where to find Workflow Setup, under System. Show the ‘Test email action’ and ‘Test email’ buttons. @GPUG

Workflow calendar @GPUG Menu: Microsoft Dynamics GP -> Tools -> Setup -> Company-> Workflow -> Workflow Calendar Navigation Panes: Administration -> Setup -> Company-> Workflow -> Workflow Calendar Identify work hours and non-work days. This calendar identifies the hours and days to NOT include in approval time limits. Go to Dynamics GP and show where to find this window, under Company. Enter a couple of non-work days. @GPUG

Email message setup @GPUG Menu: Microsoft Dynamics GP -> Tools -> Setup -> Company-> Workflow -> E- mail Message Setup Navigation Panes: Administration -> Setup -> Company-> Workflow -> E- mail Message Setup Create and edit existing email messages which are sent out at time of a request or approval/rejection. Go to Dynamics GP and show where to find this window, under Company. Bring up a message. Show the Fields drop down at the bottom of the window. All changes made will be active for new actions that are taken. @GPUG

Setting up workflow Setup Calendar eMail @GPUG

Configuring a workflow Create New Set Options Add Steps @GPUG

Workflow Maintenance Go to Dynamics GP and open Workflow Maintenance Show Series drop down The send notification box is important to check so people receive notifications. Click on Action Arrow to open Email Notification Maintenance. Show how each email notification can be edited from this window. Editing these documents could allow you to have different versions for different language needs. Show how carbon copies can be sent out as well. Point out that the Hierarchy option works off of the AD hierarchies. Choose to send a CC to the persons direct manager. ‘Allow approver to delegate tasks’ means the approver can assign someone else to perform a task. The person who this is delegated to needs to be setup as an approver within the workflow. ‘Allow originator to be an approver’ for demo purposes this is needed but typically this would not be turned on. ‘Always require at least one approver’ If you setup multiple steps and check this box then you are saying that at least one of the steps has to be true. There can be no situations where a request does not get approved. When a task is overdue ‘Escalate to’ a specific person or role. Click on lookup window to show User Selection window. Go back to top line of the workflow and show the managers window and how to add managers to the workflow. Let’s add a step Setup a Travel step for a Payables Voucher. Set as Travel. There can be two steps setup as ‘First Steps.’ This means they can be done in sequence. Set conditions of PM Transaction Work Account is 283 AND PM Transaction Work Document is Invoice. Click on Expansion Arrow to show Conditions Editor. Show how conditions can be edited or deleted. Compare to field values allows you to compare a field value like document amount to an amount you input, i.e. document amount is greater than $1,000. Assign to allows for more than one entry and then you set the Completion Policy. Time limit can be set to hours, days or weeks. And you need to apply the Workflow Calendar in order to activate it. Turning this on means you avoid escalations happening at 3 am.

Configuring a workflow Create New Set Options Add Steps @GPUG

What? How? What is Workflow? Setup Configuration

Payables Workflow Processing Requisition Email Delegation

Let’s process a document Go to Dynamics GP and open Payables Transaction Entry. @GPUG

Email Message ID’s The Document Drillback in the email notification requires GP to be open on the same machine you’re receiving the email on The design idea is that the Message ID would be modified so that the email would contain all the necessary information to allow the approver to make the decision without opening GP.

Workflow delegation @GPUG Menu: Microsoft Dynamics GP -> User Preferences -> Workflow Delegation @GPUG

Payables Workflow Processing Requisition Email Delegation

Questions? Mark.jensen@interdynbmi.com Direct: 651-746-1677 @markdjensen www.interdynbmi.com Thank you GPUG!