1. Implementation Specialists Presents
GPUC 2017
Intro to Workflow

2. Overview Setup Creation Maintenance
Agenda
Overview
Setup
Creation
Maintenance

3. Session Objectives Learn about workflow in general.
Learn how to set up workflow.
Learn how to create a new workflow.
Discover how to set up workflow rules.
Learn how to maintain existing workflows.

4. Prerequisites Web Services Runtime Email account to use for Workflow
Design your workflow

5. Workflow
Workflow – the sequence of processes through which a piece of work passes from initiation to completion.
The workflow system provides functionality you can use to create individual workflows, or approval processes.
A workflow is the approval process for a document, master record, or batch. A workflow defines how a document, master record, or batch, “flows” through the system by showing who must approve it and the conditions under which they must approve it.

6. Workflow
Workflow supports employee self-service and involves a variety of business logic steps (if-then) linking to active directory and other approval structures via or other Dynamics GP notifications to notify, review and approve/deny, and edit specific requests.
Workflow allows users to design their own workflows, such as approval paths for documents in Dynamics GP. The workflow approvals can be completed within the user interface and there is the option to approve them externally to the user interface using the link on the notification .

7. Workflow
The remote approval functionality is supported by Dynamics GP Web Services. Remote approval is not required, as workflow approvals can be completed from within the Dynamics GP user interface. Enabling web services allows you to set up approvals that can be processed from an notification without the need to log in to Dynamics GP or be a registered GP user.
Workflow can also escalate an overdue workflow step. This escalation functionality is supported by the Microsoft SQL Server Agent. Escalation of overdue steps is also not required, but additional review of pending workflows will be necessary if it is not used.

8. Microsoft Dynamics GP 2015 R2
Workflow
Microsoft Dynamics GP 2013 R2
Purchasing
Purchase Order Approval
Purchase Requisition Approval
Payroll
Timecard Approval
Project Accounting
Timesheet Approval
Microsoft Dynamics GP 2015
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 Accounting
Expense Report Approval
Microsoft Dynamics GP 2015 R2
Purchasing
Payables Transaction Approval
SmartList Designer
SmartList approvals
Document Attachment
Attach Documents to various Workflows
Microsoft Dynamics GP 2016
Word Templates
Word Templates for Batch Approvals- Batch Edit List

9. Workflow additions in GP 2018
Reminder s for Workflow
Copy Workflow Step
Reporting for Workflow
Payables Transaction Workflow – additional fields
GP PO Workflow Messages - additional fields
Add EFT/Bank Details to Vendor Approval Workflow
GL Account Workflow Approval 
Purchase Receiving Workflow
Purchase Enter/Match Invoice Workflow

10. Workflow

11. GP Path: Administration > Setup > System > Workflow Setup
settings for notifications
action setup
Outgoing Mail Server
SMTP Authentication
Actions

12. Workflow Calendar Used if time limits will be established.
GP Path: Administration > Setup > Company > Workflow > Workflow Calendar
Used if time limits will be established.
Normal work hours should be set up.
Add holidays or special work days off if needed.

13. Workflow Calendar
GP Path: Administration > Setup > Company > Workflow > Workflow Calendar

14. Workflow E-Mail Messages
GP Path: Administration > Setup > System > Message Setup
Standard messages are included – Start with “WF”
Messages can be customized
Additional fields can be added
You can create new s and set up how you like.

15. Workflow E-Mail Messages

16. Workflow Creation Choose your category from the drop down
GP Path: Administration > Setup > Company > Workflow > Workflow Maintenance
Choose your category from the drop down
Choose your type from the list provided
Tip: Click on the “Window” hyperlink to open the window that will be affected
Choose your manager
Click on New Workflow
Name your workflow
Choose your options
Set up your escalation path if needed
Save your Workflow

17. Workflow Creation

18. Workflow Conditions Action is always required for this step
Action is required only when the following condition is met:
What happens if the condition is not met?

19. Workflow Conditions

20. Workflow Assignment Assign to: Time limit: Send Message:
People and Groups
Hierarchy
Workflow Role
Time limit:
Hours
Days
Weeks
Apply Workflow Calendar
Send Message:
Include Document Attachment documents

21. Workflow Assignment
People and Groups

22. Workflow Assignment
Hierarchy

23. Workflow Assignment
Workflow Role

24. Only one response is needed Majority must approve All must approve
Workflow Completion Policy
Only one response is needed
Majority must approve
All must approve

25. Workflow Deployed
Now that your workflow has been saved and deployed, users will see some new options and information.

26. Workflow Changes/Maintenance
All workflows in process must either be completed, or not started.
Disable the workflow
Make changes
Re-enable the workflow.

27. Workflow Changes/Maintenance
Workflows can be duplicated and changes can be made without affecting existing workflow.
Workflows can be copied from one company to another.
Copy a workflow to your test company, make the changes required, copy it back to live, disable the old workflow, and enable the new one.

28. Workflow Changes/Maintenance

29. Workflow History

30. GP Path: Dynamics GP > User Preferences
Workflow Delegation
GP Path: Dynamics GP > User Preferences
Note: POWERUSER is currently required to access Workflow Delegation

31. GP 2018 Reminder Emails Add reminder functionality to workflow
Reuse existing messages and modify with reminder comment

32. GP 2018 Copy Workflow Step Copy a step within a workflow
Option to rename new step
Option to include sub workflow steps

33. GP 2018 Reporting for Workflow Workflow History Report available
Filter by workflow type, workflow approvers, workflow status, approval date
Include workflow comments on report as option

34. Workflow Q&A Beau Mundt| Sr. Consultant Office: 218.486.5095
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