Implementation Specialists Presents GPUC 2017 Intro to Workflow

Overview Setup Creation Maintenance Agenda Overview Setup Creation Maintenance

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.

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

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.

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 e-mail 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 email.

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 email 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.

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

Workflow additions in GP 2018 Reminder emails 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

Workflow

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

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.

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

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

Workflow E-Mail Messages

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

Workflow Creation

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?

Workflow Conditions

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

Workflow Assignment People and Groups

Workflow Assignment Hierarchy

Workflow Assignment Workflow Role

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

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

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

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.

Workflow Changes/Maintenance

Workflow History

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

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

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

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

Workflow Q&A Beau Mundt| Sr. Consultant Office: 218.486.5095 Email: beau@iscorp.biz Thank You!

Thank You to Our Sponsors!

218-486-5095 support@iscorp.biz www.iscorp.biz Follow Us!