April 25, 2016
Workflows in Microsoft Dynamics NAV 2016: Business or Psychology?
With elements such as Condition and Response, Microsoft Dynamics NAV 2016 workflows sound much like an experiment between Ivan Pavlov and salivating dogs—when in reality they are a very useful tool to help connect different system users in performing a business task. Let’s look at some of the options available while implementing workflow into NAV business processes. One of the typically used NAV processes where workflows are needed is in the approval of new documents. Purchase order approval seems to be a popular process among NAV users, and rightly so, as it’s important to keep track of who and how the company money is being spent. Workflows in NAV can be created from predefined workflow templates. There are roughly 20+ predefined templates to work from, and new workflows can be created from templates with one click. Once you have a workflow, you can use it as is or edit it to facilitate your business process. Workflows are comprised of lines or steps. Each step has three elements: an event, a condition, and a response, and they work together. For example, the first step of the PO Approval workflow looks like this: Event: Approval of a purchase document is requested. Condition: Document Type: Order, Status: Open Response: There are multiple responses:
- Add record restriction.
- Set document status to Pending Approval.
- Create an approval request for the record using approver type Approver and approver limit type Approver Chain.
- Send approval request for the record and create a notification.
- Once the user attempts to release the document, the enabled workflow will prompt the user to send an approval request for any PO with Status = Open. The Condition is met, and the Event of Send Approval Request is required.
- Once the Event of Send Approval Request happens, the Response(s) take place.
- Any field in the PO Header or PO Lines can serve as a filter for a condition in this workflow. In the step example above. the only condition being applied from the PO document is that the Status = Open. We could easily add an additional condition/filter of “Buy-from Vendor No.” = xyz. Then the workflow would only invoke the approval process when those two conditions are met.
- Now you have the opportunity to set up multiple workflows for the same business process (PO Approval in this case) driven by different conditions.
- Each of these PO Approval workflows can now have different response(s) as well.
- Let’s look at Response #3. With this response is the ability to pick an Approver Type and an Approver Limit Type.
- Approver Type: can be Approver or SalesPerson/Purchaser as set up in the traditional “Approval User Setup,” or new is the ability to use “Workflow User Groups”. Workflow User Groups can be one or many users and can be sequenced. These groups provide an alternative to the traditional approval chain based on dollar limits.
- This Approval response also has “Due Date Formula” and “Delegate After” fields to manage overdue entries.
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