Dynamics 365 FO – Understanding Approval Workflows

Dynamics 365 FO - Understanding Approval Workflows

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Workflows are software programs that automate the approval process. Workflows are a technique to change today’s unstructured process into a formal repeatable one for those transactions or activities that need to be managed. Have you ever received an irate call from a vendor demanding payment? “You must have misplaced your invoice,” was your only response. However, it was sitting on someone’s desk, awaiting their approval. That won’t happen again with Workflow in Dynamics 365.

what is dynamics365

What is Approval workflow dynamics 365?

Workflows in SharePoint can help you automate your business operations, making them more consistent and efficient. However, the Approval workflow in Dynamics 365 allows you to send documents and other SharePoint items to one or more persons for review and approval.

Where to find approval workflow

To find the workflows and templates, go to the module where you want to configure the workflow. Workflows are often found one or two pages below the Setup area page, but they can also be found a few levels down. It should be simple to determine if it exists for this module.

Workflow editor essentials

The Workflow Editor window will be divided into four major components: the ribbon, which will have four sets of buttons. Navigate is on the far left and allows you to level up to design the entire process or drill down to a specific step to configure all of the conditions. Using the Edit group, which is a basic collection of actions, you can cut, copy, paste, and delete each phase of the procedure. The Show group is useful when you want to hide your toolbars and have as much room as possible to deal with the process phases. Click on the different buttons to see the different controllers. By default, the user will see the Toolbox and the Error pane.

Workflow Editor Essentials

Modify: Using the Modify element buttons, configure the process step’s triggers, actions, and notifications (element). Because this is where the majority of the workflow action occurs, you’ll become rather acquainted with these buttons.

Modify

Canvas: The workflow canvas is where you organize and connect the various processes based on the design and outcome you want to achieve. The canvas displays the workflow’s Start and Endpoints when you first launch the editor. As you design the process from step to step, you connect the processes in the order you want them to be completed. If you’ve used Visio before, you’ll notice that it features a simple user interface that seems familiar and uncomplicated.

Canvas

How do I create a workflow in D365?

In this example, we’ll walk through the process of creating a simple purchase order approval workflow from start to end.  There are additional process options, but we won’t go over them all because our goal is to construct a basic workflow.

Step 1: Create a new workflow

To get started, go to Procurement and sourcing > Setup > Procurement and sourcing workflows. To create a new workflow, click the “New” button. Then select “Purchase order workflow” from the drop-down menu.

Create a New Workflow

Step 2: Drag elements to the canvas

Yes, the elements that you can add to your workflow can be found in the Workflow elements portion of the workflow editor. Drag pieces onto the canvas to add them to the workflow. Check out below it is adding the “approve purchase order” element to the canvas.

Drag Elements to Canvas

Step 3: Connect & Configure

Hold the pointer over an element until you see connection points connecting one workflow element to another. By clicking and dragging a connection point to another element. Make sure that all of the components are linked together.

Follow these steps to configure the workflow's characteristics.

  • By clicking the canvas, make sure no workflow elements are chosen.
  • Click Properties to see the workflow’s Properties page.
  • Complete the procedure by following the instructions in the Configure workflow properties section.

Step 4: Save and activate the workflow

The workflow is now complete! Click Save and close in the form’s bottom right corner, then enter notes for the version you made. Finally, select whether or not to activate the new version so that it can be utilized straight away.

Follow these steps to configure the workflow's characteristics.

  • By clicking the canvas, make sure no workflow elements are chosen.
  • Click Properties to see the workflow’s Properties page.
  • Complete the procedure by following the instructions in the Configure workflow properties section.
Save and activate the workflow

How to setup auto-approve in workflow

We occasionally need to take steps that are pre-authorized. To be completed, some transactions require the usage of an approval workflow. One of them is the creation of the original budget and the adjustment of the budget in the project module. It is occasionally necessary to configure the auto-approved step since the client does not require an approver.

After selecting the ‘Approval’ option, click the Automatic actions button at the top of the form. Select the Approve on Action Complete Activities option after enabling automated actions and setting the prerequisites.

An exceptional workflow list Dynamics 365 for Finance and Operations

General ledger workflow types

Following are the available types for the general ledger.

  • Ledger daily journal workflow
  • Ledger allocations journal workflow
  • Advanced ledger entry workflow
  • Ledger eliminations journal workflow

Accounts payable workflow types

Accounts payable has the following types:

  • Freight Invoice Approval
  • Vendor invoice line workflow
  • Vendor invoice approval journal workflow
  • Proposed vendor changes workflow
  • Vendor disbursement journal workflow
  • Vendor invoice journal workflow
  • A Vendor settle promissory note journal workflow.
  • Vendor redraw promissory note journal workflow.
  • Vendor invoice workflow.
  • A Vendor bank remittance journal workflow.
  • Vendor invoice register journal workflow.
  • Vendor draw promissory note journal workflow.

Accounts receivable workflow types

For accounts receivable, you will find the following types:

  • Customer-free text invoice workflow.
  • Customer draw bill of exchange workflow.
  • Customer settle bill of exchange workflow.
  • Customers redraw bill of exchange workflow.
  • Customer payment workflow.
  • Customer protest bill of exchange workflow.
  • Proposed customer change workflow.
  • Customer recurring invoice workflow.
  • Customer bank remittance workflow.

Budgeting workflow types

Budgeting offers you the below mentioned types:

  • Budget plan workflow.
  • Budget register entry workflow.
  • Commitments approval workflow.
  • Budget account entry workflow.
  • General budget reservation workflow.

Cash and bank management workflow types

Cash and bank management workflow offers the following types:

  • Bank reconciliation journal approval workflow.

Expense management workflow types

Expense management workflow has the following types:

  • Travel acquisition workflow
  • Expense line item auto-posting.
  • Expense report auto-posting.
  • VAT tax recovery.
  • Expense line item.
  • Cash advance request.
  • Expense report.

Fixed asset management workflow types

For fixed assets workflow, you have the following types:

  • Ledger post-fixed assets journal workflow.
  • Ledger fixed assets budget journal workflow.

Human resources workflow types

Human resources has the following workflow types:

  • Worker project experience.
  • Worker identification number.
  • Transfer worker.
  • Worker loaned amount.
  • Worker review.
  • Human resources actions workflow.
  • Worker position of trust.
  • Worker courses.
  • Change worker fixed compensation.
  • Worker image.
  • Worker education.
  • Hire worker.
  • Worker skills.
  • Worker certificates.
  • Terminate worker.
  • Worker professional experience.
  • Worker course registration.

Organization workflow types

Organization workflow is manageable with the following types:

  • Signing limits workflow.
  • Create management workflow.
  • Document handling.

Procurement and sourcing workflow types

Procurement and sourcing has the following types for workflow:

  • The invoice received notification workflow.
  • Product receipt failed notification workflow.
  • Vendor rebate approval.
  • Purchase agreement approval workflow.
  • Purchase order line workflow.
  • Unconfirmed product receipt rejection notification workflow.
  • Purchase requisition line review.
  • Catalog import approval.
  • Delivery due date notification workflow.
  • The vendor adds application workflow.
  • Purchase order workflow.
  • Catalog import product approval.
  • Purchase requisition review.

Project management and accounting workflow types

You can work with project management and accounting workflow using following types:

  • Review original budget workflow.
  • Review timesheet line workflow.
  • Request for quotes workflow.
  • Review timesheet workflow.
  • Review project invoice proposal workflow.
  • Resource request line workflow.
  • Review project quotation workflow.
  • Review budget revision workflow.

Retail workflow types

For retail, available workflow types are:

  • Retail sales line workflow.
  • A Retail catalog line workflow.
  • Retail sales quotation line workflow

Sales and marketing workflow types

Sales and marketing workflow types are mentioned below:

  • Create customer rebate workflow.

Time and attendance workflow types

The Time and attendance workflows has the following types for workflow:

  • Time and attendance journal registration workflow
  • Time and attendance days total workflow.

Bottom Line:

If you are looking for a more clear understanding on  how to use workflow processes in Dynamics 365, get in touch with the team of DFSM immediately. We have a team of professionals amazingly working to assist you in all matters including approvals with F&O workflows, dynamics 365 customer engagement and custom workflow.

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