How to delege workflow tasks for unexpected abscense in Dynamics GP 2018?

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Posted on by MattOlson

We have an employee who is on an unexpected leave of abscene. Lots of requisition approvals are building up in that persons approval list.

How do we go about delegating those approvals that are currently stuck in that persons bucket to a different person?

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twelvestrikes 3,657 on at

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Hi MO

Go to Microsoft Dynamics GP > User Preferences

Click on the Workflow Delegation Button

In the delegate tasks for field use the lookup and select the AD account for the employee that is on leave of absence.

Fill in the information at the bottom of the window to suite your needs.

So if a person approves for example vendors and PO's you can have the vendor approvals to go another approver and the PO approvals go to a different approver.

Note that your users should use this when they are going on vacation to set an alternate approver. You can enter the start and end dates as well.

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MattOlson on at

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I believe that only works if I reset the users password, then login as them. Is that the only way? Does that automatically re-assign all pending workflow steps that have stopped at this user and move it to the delegated person?

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Derek Albaugh on at

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No, the above information is correct.

First, in Workflow Management, you have to have the 'Allow approver to delegate tasks' option marked for the workflow, otherwise you won't be able to delegate any workflows of that type.

Then, in the User Preferences window, there is the Workflow Delegate window and it is within there that you setup who you want to 'Delegate tasks for', as well as for all workflow types or specific ones, who you want the workflows to delegate to, start and end date.

Once you set this up, the workflows assigned to the 'delegate tasks for' user should start flowing to the assigned approver(s) for action.

Thank you,

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MattOlson on at

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What about workflows already landed on the users approval list? Will those get automatically reassigned to the delegated approver? Or will it only work for future workflow submissions?

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Derek Albaugh on at

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No, the delegation functionality will only work for those workflows assigned to this user who is doing the delegating to another user, after the delegation setup has been created.

It won't go and change any workflows that were assigned to this user before the delegation was put in place.

Thanks

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MattOlson on at

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What do you do with the requisition approvals that are already waiting for the user to approve? Most of the time we find out after the fact that the user is out of the office. Then a subordinate wonders why their requisitions are not being approved and subsequently purchased from the vendor.

Is there a way to transfer all pending approval workflows for that users to the delegated user?

The delegation stuff only works if you catch it before anyone submits a requisition workflow approval. I'm wondering what the best approach is to handle all the ones that are waiting to be approved by the person who had to take unscheduled leave.

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Derek Albaugh on at

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That's where something like using the Workflow Calendar comes into play.

You can potentially set it up so that, if an approver doesn't take action on a workflow within 24 hours or so, it goes to the next approver, an alternate final approver, or the workflow manager for the workflow type itself.

This way you're covered either way and keeping the workflows moving even on unexpected absences by the approvers.

Other than that, the Workflow Manager of a workflow type has permissions to take action on, in this example, requisitions, in order to approve, reject or delegate as needed.

Thanks

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