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Dear Dynamics 365 Community,
Welcome to my new blog on Microsoft Dynamics 365 Finance and Operations.
This blog is on a nice function called Automatic Actions on workflow, this feature enable system to auto approve/reject the workflow if the given conditions are met.
Company can have their basic requirement to work with various workflows while booking transactions, however there can be few criteria/conditions, on which company want system to auto approve/reject the workflow automatically.
Yes, this can be setup in standard Dynamics 365 FO.
We shall go through the very basic workflow, which is general journal daily workflow, here we shall setup one condition to enable the automation of workflow.
Step 1 – Setup workflow with basic steps
Create the general journal daily workflow
Navigate to General ledger- Journal Setup- General Ledger workflows- New- Select the ledger daily journal workflow for this case.
Drag and drop and assign the line with the start and end in the workflow.
Start- Approve daily journal- end
We may use any type of assignment with this journal like- participant, hierarchy, workflow user, user
Step 2- Enable Automatic actions
Navigate to workflow properties on the same screen above- Automatic actions- Enable automatic actions
Step 3- Configure Automatic Action Condition
This step is most important, because this will drive the automation in the workflow and once the condition is met, system will automatically approve or reject the flow.
I shall show a very basic example- where, if the accounting currency is INR in the journal line, system will automatically approve the flow
After the selection, the condition will look line below.
Now save and close the workflow.
Make sure now, the workflow is activated in Dynamics (Navigate to General ledger- Journal Setup- General Ledger workflows)
Now the workflow configurations are done
Step 4- Configure Journal names with the workflow
This step is very important, because General journal daily workflow does not automatically activate unless the workflow is configured in the Journal names
Create a journal name or use any existing journal (daily journal type)
Now all the configurations are done and ready to proceed with the transactions.
Processing Workflow by General Journal
Navigate to General Journal- Select the Journal which is configured with the workflow
In the journal line, use the currency INR as per our example and now submit the workflow.
Submit from the header under workflow option, see below
Now, magically the workflow will approve the journal and this doesn't need any manual approval, because the condition is met.
See below, system evaluated the condition and it was true, hence auto approved the journal and the workflow is completed without any human effort
This is it for this blog, and stay tuned for my next blog
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