Microsoft Dynamics GP - Import and Export Workflow

In Microsoft Dynamics GP, we've added the ability to import and export Workflow types, in order to copy an existing workflow setup from one company database to another.

When the workflow is exported out, then imported into another company database, it will import all of the setup of the workflow type, including all steps and conditions, all you then need to do is add approvers into the imported workflows, as those are not imported along, as the approvers are most likely not going to be the same company to company.

The workflow steps imported have the exact same name, though you can change the name of the workflow being imported during that process.

In this example, I have a new 'User Approval' workflow type, named 'User Approval' and this workflow has one approval step setup, named 'User Approval Step 1'.

Clicking the 'Export' option under the Export/Import menu in the Workflow Maintenance window, it opens the following Export/Import Workflow window:

The exported workflow information is put into a .JSON file type at the location and file name you specify.

On a completely separate instance of Microsoft Dynamics GP and/or company database, clicking the 'Import' option under the 'Export/Import' menu in the Workflow Maintenance window again, it opens the same Export/Import Workflow window, where you can browse to the .JSON file exported out for the existing workflow type, such as the User Approval workflow exported out above.

During the import process, you can give the workflow a new name or keep the same name, then click 'Import', to bring the exported workflow type into the Workflow Maintenance window, so you can set it up and modify as you need.

The import process will mention that you need to assign approvers to the workflow step(s) that were brought into the application.

You will also need to re-mark the option to 'Send Message' on imported workflows, if you want email notifications to be sent out to approvers per the workflow steps.

This new feature will allow customers to copy workflows between company databases in the same Microsoft Dynamics GP instance, and also completely separate Microsoft Dynamics GP instances, so customer, partners and hosting providers can setup a workflow the way they want, get it working correctly, then export it and import it onto GP environments for more than one customer or company database as needed.

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

Derek Albaugh

Microsoft Support