Microsoft Dynamics GP - User Workflow, User Security Workflow, Security Task Workflow, and Security Role Workflow

In Microsoft Dynamics GP, we've added four new workflows around users and user security. These new workflows are:

--Security Roles Approval

--Security Task Approval

--User Approval

--User Security Approval

Beginning with the 'User Security Approval' workflow, this workflow allows you to require approval when a new or existing user's security gets added to, modified or deleted from, for a specific company, then have the change submitted to Workflow before committing the change.

The default email message for the User Security Approval workflow displays information such as the User ID, Company ID, Company Name, Security ModAlt Forms ID and Comments, so the approver(s) can get a quick view of the user security the workflow is pending their approval for.

The next workflow is the User Approval workflow. This workflow allows you to require approval when a new user is created in Microsoft Dynamics GP, and/or an existing user is modified or deleted via the User Setup window. The change is then submitted through Workflow before the change is committed.

The default email message for the User Approval workflow displays the following information: User ID, User Name, User Type, Status and Class ID as well as Comments.

If a user is in the workflow process and someone attempts to give company access via the User Access window, a warning message will show: “You must complete the workflow process for this user before you can continue.” will be displayed and will not be allowed to mark until the user is approved.

If a user opens the ‘Copy user setting’ window then attempts to copy from User ID which is in pending approval status will display a warning message: “You must complete the workflow process for this user before you can continue.” and will clear the user Id field.

The User Approval workflow is applicable for all user types: Full, Limited and Self-Service.

If an existing user is logged in Microsoft Dynamics GP while changes are being made by an Admin for that specific user, they will remain logged in and can continue to log into the company(s) they have access. However, any changes to the user won’t be seen by the user until they log out and back into the GP application

The third new workflow we've added to Microsoft Dynamics GP is the Security Roles Approval workflow. This workflow allows you to require approval when a user creates, modifies or deletes a security role, default or custom, within Microsoft Dynamics GP, then have the change submitted to Workflow before the change is committed.

The default email message for the Security Roles Approval workflow displays the following information: Role ID, Role Name, Comments, in order to determine what role is being changed and what is being changed on it, before approving the change.

If an existing user is logged into Microsoft Dynamics GP while changes are being made by an admin for that specific user's security, they will remain logged into the company(s) with the same security permissions. However, any changes to the user's security won't be seen by the user until they log out and back into the GP application.

If a security role that is in the Workflow process is assigned to a user's security, the following message will show when it is marked: "The selected Security Role ID is in a workflow process so it can't be assigned." The task will remain un-marked.

Along the same lines, the last workflow we've added to Microsoft Dynamics GP is the Security Task Approval workflow, where you can require approval when a user creates, modifies or attempts to delete a custom or default security task within the application, then have those changes submitted into Workflow before committing the changes.

The default email message for this Security Task Approval workflow displays the following information: Task ID, Task Name, Task Description, Task Category and Comments, so that approvers can look at the specific security task before approving any changes being made to it.

Again, if an existing user is logged in Microsoft Dynamics GP while changes are being made by an Admin for that specific user’s security, they will remain logged into the company(s) with the same security permissions. However, any changes to the user’s security won’t be seen by the user until they log out and back into the GP application.

If a security task  that is in the workflow process is assigned to a security role, the following message will show when it is marked: “The selected Security Task ID is in a workflow process so it can’t be assigned.”  The task will remain un-marked.

For more documentation on our new features please check out our Microsoft Dynamics GP New Feature Blog Series!

Derek Albaugh

Microsoft Support