The Workflow system in Microsoft Dynamics GP provides the functionality to create individual workflows, or approval processes, that are specific to your needs. It defines how a document, master record, or batch “flows” through the system by showing who must approve it, and the conditions under which it must be approved.
Beginning with Dynamics GP2013 R2, Microsoft implemented a new workflow system that is self-contained inside of Dynamics GP. This new workflow system is referred to as Workflow 2.0.
Benefits of Workflow 2.0 include:
- Consistent business processes
- Reduced errors
- Automatic notifications
- Workflow access through SharePoint Server and Outlook
- Workflow reports
What’s new in Workflow 2.0:
- Uses Active Directory users for all approvals and tasks
- GP licenses only needed for activities using GP windows
- Works with both the Web Client and Desktop Client
- Uses Dynamics GP, SQL and Web Services (if email approvals needed)
- No longer requires design and setup in SharePoint and Business Portal
Available in GP2013 R2:
- Purchase Requisition Approval
- Purchase Order Approval
- Time and Attendance Approval
- Project Timesheet Approval
In GP2013 R2, all additional workflows are still available for setup in the old workflow system.
Added in GP2015 – Approvals for:
- General Ledger Batch
- Payables Batch
- Receivables Batch
- Project Expense
- Direct Deposit
- Employee Skills & Training
- Employee Profile
In GP 2015, all workflows from the old system are replaced, and setup for the old system in GP is removed.
Setting Up Workflow 2.0:
Configuration of Microsoft Dynamics GP Workflow 2.0 is accomplished with a simple set-up process. One setup window in system administration configures the email settings necessary to use the system.
Three other setup windows in the company administration complete the configurations. The first is the email message setup window to configure the messages distributed by the system.
The second is the workflow calendar where you establish the working schedule and down days used for calculating durations for approvals and tasks.
The third setup area is the workflow maintenance window where the approvals and tasks are created, assigned, and enabled.
Enabling web services allows you to set up approvals that can be processed from an email notification without the need to log in to Dynamics GP or be a registered GP user.
With the removal of the dependence on SharePoint, this new system is easier to configure, faster to deploy, and easier to access – all things that make it easier to implement.
For a guided, detailed look at the full process of setting up Workflow 2.0, please watch out 3 minute tutorial embedded at the top of this blog!
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By Doug Schedeler and Brad Vorbeck at Turnkey Technologies, Inc. – Microsoft Gold Certified Dynamics ERP and Dynamics CRM Partner of Missouri, Illinois, Oklahoma and North Texas.