Troubleshooting Workflow 2.0 Email notifications

If you have set up a new workflow but you are not receiving email notifications, here are a few things to look at for troubleshooting the issue you may be experiencing.

The first thing you want to look at is your Workflow Setup window. When you look at your workflow setup window, the section “Enable E-Mail for Workflow” are the fields that you will need to fill in for email notifications to send. You may need to obtain this information from your exchange admin if you are not sure what information to enter.

Once you have entered the information into the fields, you can click the Test E-Mail button. This will open the Test Workflow E-Mail window. Enter in any valid email address and click Sent Test E-Mail button. If you receive this test email, you know that the setup is correctly configured.   If you do not receive a Test E-Mail, you will want to download the CodePlex EWSEditor tool.

1. Download EWSEditor from CodePlex:
   1. https://ewseditor.codeplex.com/
2. Extract and run the Application, EWSEditor.exe
3. Click OK on the splash screen, and then Choose File > New Exchange Service
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4. Enter the email address of the user attempting to send email in the Autodiscover Email field.
5. Tick the box for “Use the following Credentials instead of default”, and enter the email address and password. Leave the Domain field blank.
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6. Click OK.
7. If the login is successful, you’ll get the message “Do You want to Automatically add the mailbox root to the tree view.” This means that EWS is fully functional. You can click Yes on this message, then expand the Folders.
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8. If you get any errors when following the above steps, you will want to open a case with the exchange team to troubleshoot why you are unable to enter your credentials in the EWS Editor successfully.

If you are able to successfully receive the Test E-Mail but do not receive the email notifications when a workflow is submitted, this typically indicates that you have bad records in the SY04901 table. You will want to go through the steps below.

***Please make sure you have full working backups of ALL GP Databases***

1. You first want to see what records you have in the SY04901 table. Run the script below against your company database that you have configured workflow 2.0 for.
   1. Select email_message_type, * from Sy04901
2. GP 2013 and GP 2015 will look different as there are more workflows available in GP 2015. Here are screenshots of both tables for the different versions of GP.
   1. GP 2013
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   2. GP 2015
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3. Looking at the results, make sure that the email_message_type column has the correct value, typically this will be a value of 2 for the Workflow Email Notifications.
4. If you have an incorrect value in the email_message_type in the SY04901 table, you can use a script like the one below to update the incorrect value. You can change xxx to the Dex_Row_ID value that you are updating the value 2 for. Run this against the company database that workflow is setup for.
   1. Update SY04901 Set Email_Message_Type = 2 Where DEX_ROW_ID = xxx
5. Once you have updated the incorrect value in the SY04901 table in the company database, send a new workflow through and you should now receive the email notification.

Thanks,

Lance Koplin

Microsoft Dynamics