Business Central comes with a selection of out-of-the-box workflows. These workflows can be assigned a few filters. Setting up workflows in Business Central using workflow user groups allows you to organize tasks efficiently. When considering a Workflow User Groups Setup in Business Central, based on the values specified on these documents, different workflows will get activated. Subsequently, an approval request will be sent to approvers specified in the workflows. This is where setting up workflows in Business Central using workflow user groups plays a crucial role in the Workflow User Groups Setup in Business Central.
Workflow user groups allow users to send approval requests to users or a chain of approvers within the system. We can also specify with the workflow user group that new requests for approval will not get created unless previous approval request entries have been approved. Workflow User Groups Setup in Business Central ensures that tasks are organized seamlessly.
We will take an example of setting up the purchase order approver workflow. We will configure it to send approval requests to a few approvers in an organization.
1. First, look for workflow templates in the global search.
2. In the workflow template, find a workflow that we would like to enable. In this case, we will select the Purchase Order Approval Workflow. After the desired workflow template has been selected, click on New group on the ribbon. Then, select New Workflow from Template.
3. Next, we will look for approval user setup. We will specify all the users who will be sending and approving documents. In order to access the same, we will search for Approval User setup in global search. This is an integral part of setting up workflows in Business Central using workflow user groups. It ensures proper approvals flows for Workflow User Groups Setup in Business Central.
4. In the Approval User Setup window, we will select the user ID of all the users who will be approving the documents.
5. After a new workflow from template has been selected and all the users creating approval requests/approving documents have been created, we will then go to the workflows window which contains all the workflows that have been created. This is a key step when setting up workflows in Business Central using workflow user groups to complete the Workflow User Groups Setup in Business Central.
6. In the Workflow List page, we will click on the Workflow that we have just created from templates. Then, open the same.
7. In Workflow Card in the editing mode, we will provide a suitable description for the workflow. We will add appropriate filters in the Conditions section which we can find in the following page.
8. In the On-Condition window, we will now specify all the necessary filters. If a document contains all the values contained in the filters, this Workflow will get activated. We can provide filters on the basis of Payment Terms, Currency Code, Amount, Dimensions, etc. Upon configuring the same, click on Ok and close the window.
9. Now in the workflow card, we will now provide users/group of users who will be approving the same. For this, we will click on the Then Response and click on Add Record Restriction.
10. After clicking on Then Response to add record restriction, a new window opens up.
11. In the workflow user group code, we can then select a Workflow User Group Code. Alternatively, one can create a user group code as per the requirement using the new button.
12. In the Workflow User Group, we will specify a code and click on edit to specify the approvers and chain of approvers.
13. In the Workflow User Group Card, enter the User Name and the Sequence No. This specifies the sequence in which users will receive approval requests. As per the setup specified, M. Lende will get an approval request, and upon his approval, the next request to approve will be sent to A. Patkar user.
14. Now go back to the Workflow Response window and select the Workflow User Group code, and if required, users can also specify Due Date Formula and Delegation parameters and click OK.
15. Once the Workflow card is completely configured, one can click on Enable Field. Once the Workflow has been enabled, users can start to send approval requests to Approvers as part of the Workflow User Groups Setup in Business Central.
About the author:
Tushar Sharma
Tushar Sharma is a Functional Consultant for Microsoft NAV and Dynamics 365 Business Central working with Direction Software LLP