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Workflow History Report for external audit purposes

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Posted on by Community Member Microsoft Employee

I have had a request from our external auditors to provide a listing of all journals for the last financial year (1 April 2019 to 31 March 2020). That includes (where applicable as not all journal names are controlled by workflow) the user that submitted the journal for approval and the user that provided the final approval. This is because they will use automated tools to search for any anomalies such in who is submitting and who is approving journals.

I don't imagine there is a standard report (there rarely is with D365 it badly lacks end user reporting tools) a long term solution obviously is to have a developer write an SSRS report over the workflow history tables (we would have to pay our Dynamics partner to do this and it will take more time than we have).

But I think there is possibly a short term excel solution using the workflow history inquiry and joining the rows from here with the workflow tracking table (that I can access through systable browser). the challenge is finding what column or columns to join. It looks like the recordid may work for this but I can not find away to add this to the workflow history enquiry.

Does any one have any ideas on how I can join the data or a more elegant solution to provide this information without developing an SSRS report from scratch?

Thanks in advance.

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Financial Management

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SouravDam 11,721 on at

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RE: Workflow History Report for external audit purposes

Hello SimonX,

This is something technical scope which you can check with your technical team.

Just explain the below to the technical and they will fix this for you.

Go to workflow history and find the person who submitted the document in the workflow.

Then who is the last approver recorded in that workflow instance ID.

Every workflow instance ID is unique.

If there are multiple workflows recorded in one document; then pick the latest workflow instance ID recorded in that document with 'Completed' workflow status and then pick the last / final approver as recorded in that workflow instance ID and display in the report.

You will find the latest workflow instance ID in the document set at the 'Top' in the workflow history.

Kindly check and update us.

Best regards,
Sourav Dam

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Community Member Microsoft Employee on at

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RE: Workflow History Report for external audit purposes

Hi Sourav

thanks for the response, you confirmed what I suspected which is I need to develop a custom report. Can you share with me the tables you used and the column or columns you used to join these?

Best regards

Simon
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SouravDam 11,721 on at

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RE: Workflow History Report for external audit purposes

Hello SimonX,

We developed a similar report to display the 'submitted by' and 'pending with' records from the workflow.

In your case; you have to pick the last approver name from the workflow history. One catch is here. You have to always consider the last "Completed" workflow history and who is the last / final approver in that workflow (as one document may contain multiple "Completed" workflow history in case if the document is edited multiple times and submitted for approval).

All records you can pick from the workflow history itself and get this done with the help of technical team.

Kindly check and update us.

Best regards,
Sourav Dam

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