GP2013 Workflow Hierarchy

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Posted on by PD-21101258-0

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I have been researching and testing the workflow setup. I have read through the workflow documentation and I see references to using a hierarchy and the requested by direct manager. What I have not found is information on how this is defined. I have had many thoughts but none seem to work when testing a requisition workflow. I am assuming the setup is in the Active Directory so that users do not need to be in GP. Although when this did not seem to work I considered the organizational chart but that does not seem to have changed or to be able to define the detail.

Can anyone point me in the right direction or tell me where the documentation is?

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Derek Albaugh on at

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RE: GP2013 Workflow Hierarchy

The new Workflow 2.0 that we introduced in Dynamics GP 2013 R2 and continues through Dynamics GP 2018 is a hybrid of sorts, combining the Requisition Management from Business Portal with the old Workflow for Dynamics GP that was installed on SharePoint.

In each company database, you will create workflow 'hierarchies' and those workflows are specific to that company they are created in, they are not system-wide.

The new Workflow does use Active Directory user accounts and not the GP logins, so potentially, you could create a domain group in AD and assign approvers to it, then specify that AD group as the approver in the workflow steps.

Some differences with the 'hierarchy' in Business Portal and the new workflows, is that we no longer set user-specific settings, such as we no longer can set a monetary limit on a user as to what they can approve and not approve or what they see.

In the new Workflow 2.0, it's more setting up approval conditions for a purchase requisition such as having it require approval when the requisition is requested by a specific GP login or the requisition is over a specific sub-total, then you assign approvers to each step.

Workflow steps can follow one-another or be unilateral to each other, depending on how the customer wants it.

I would recommend starting with the following blogs:

WORKFLOW 2.0 FOR MICROSOFT DYNAMICS GP 2013 R2 – An Overview

community.dynamics.com/.../workflow-2-0-for-microsoft-dynamics-gp-2013-r2-an-overview

Workflow 2.0's Workflow User Setup window options: part 1: People and Groups

community.dynamics.com/.../microsoft-dynamics-gp-2013-r2-workflow-2-0-39-s-workflow-user-setup-window-options-explained

Workflow 2.0's Workflow User Setup window options: part 2: Hierarchy

community.dynamics.com/.../workflow-2-0-39-s-workflow-user-setup-window-options-part-2-hierarchy

Workflow 2.0's Workflow User Setup window options: part 3: Workflow Role

community.dynamics.com/.../workflow-2-0-39-s-workflow-user-setup-window-options-part-3-workflow-role

We have a good amount of blogs related to Workflow 2.0 published and that is where the majority of our new information and documentation is published, so if you're not already doing so, I would follow the community.dynamics.com/gp blog site and you can search there for more blogs specific to the new Workflow 2.0, including On Demand videos on setting up workflows, such as setting up a purchase requisition/purchase order workflow, which you can find at this link:

community.dynamics.com/.../on-demand-learning-requisition-purchase-order-workflow-setup-and-overview-for-microsoft-dynamics-gp-2015

Thank you,
Romryan on at

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RE: GP2013 Workflow Hierarchy

How does the concept hierarchy works in GP 2018 workflows (Requisitions)?. How is hierarchy created so that it can be assigned to the company just like the requisition management in business portal?. Is it possible to customise the roles such that you can have approvers role. where do I set the hierarchy and how do I set it?

Can I set a replica of the hierarchy I have in Business portal?.

Kindly assist, I need this urgently cause am preparing to upgrade to GP 2018 and requisition management is critical.
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PD-21101258-0 105 on at

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RE: GP2013 Workflow Hierarchy

I Thank you for your input. I think my issue was I had very limited accounts setup and I made the administrator the manager. That for some, most likely good reason does not work. Once I setup another account I got it to work. The windows account does not appear to need to be setup in the user screen either. I did the first test with the account setup like you suggested but then I removed the GP account and the windows AD account from the user screen and it still worked. The Hierarchy is AD based and if you are OK with email approvals everyone that needs to approve requisitions do not need to be in GP. Now it looks like if you have attached files to the requisition your users will still want access because I do not see away to attach files yet.
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Mahmoud Saadi 32,738 on at

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RE: GP2013 Workflow Hierarchy

Hello Peter

With the release of Dynamics GP 2013 R2, a new enhancement made to the authentication by adding the AD link in the user setup window. As you can see below, the user on Dynamics GP can be linked to a specific windows account to be considered when logging in from the web client. Additionally, you can create a GP user to be used only for the web client.

In this essence, the workflow considers the Active Directory users after all to manage the approval cycle according to the levels you setup on the workflow.

As for the organizational chart that you have mentioned, it has nothing to do with the workflow. (Cards > System > Organizational Tree) This is primarily used for the Account Level Security. The bottom line is, the users who will be part of the requisition workflow should be setup initially on the user setup window (Microsoft Dynamics GP > Tools > Setup > System > User) either to have GP and web client access or only web client.

Then you can proceed with the setup of the workflow levels to consider the Active Directory users (windows authentication) accordingly.

Please never hesitate to share any further concern,