We've received various questions regarding the Workflow 2.0 functionality that is new to Microsoft Dynamics GP 2013 R2 (12.00.1745 and above) and wanted to provide an overview to maybe address some of these questions.                                            

In this new Workflow 2.0 functionality, we currently have four (4) total workflow types:     

  • Requisition Entry

This workflow type will allow you to setup a Requisition Management workflow similar to that of the Requisition Management feature currently available in Business Portal. You can use both this new Requisition Entry workflow and Requisition Management in Business Portal at the same time, if you're currently using Business Portal and Requisition Management and either already on or thinking about moving to Microsoft Dynamics GP 2013 R2.                        

  • Payroll Time Card Entry

  • Project Time & Expense Timesheet Entry

  • Purchase Order Entry

This workflow type is replacing the Purchase Order Approval workflow type currently available in the Microsoft Dynamics GP Workflow web application that runs on SharePoint.                     

Because of this, if you're currently using the Dynamics GP Workflow web application and are using the Purchase Order Approval workflow type, and you are currently on or moving to Dynamics GP 2013 R2, you then MUST be using the new Workflow 2.0's version of the Purchase Order Entry workflow, and cannot also be using the Dynamics GP Workflow's version at the same time. That being said, if you are using any other workflow types in Dynamics GP Workflow web application running on SharePoint, you would continue to use the Dynamics GP Workflow application running on SharePoint even when running on Microsoft Dynamics GP 2013 R2.              

                                                                              

How this is done is that in Microsoft Dynamics GP 2013 R2, there are separate setup windows for the new Workflow 2.0 functionality and the original Dynamics GP Workflow web application.  To use the new Workflow 2.0 functionality and any of the four (4) available workflow types available, the setup is done via the following setup windows:                                                                                                                                  

1. Tools > Setup > System > Workflow Setup

The Workflow Setup window is used to setup e-mail options for Workflow 2.0. After marking the 'Enable E-Mail for Workflow' option, you must enter the e-mail address, Simple Mail Transfer Protocol (SMTP) server, and authentication information for an e-mail account so you can send e-mail notifications.  While Web Services for Dynamics GP is required when using the Dynamics GP Workflow web application that runs on SharePoint, Web Services is optional when using Workflow 2.0 and is only needed if you want approvers to be able to perform actions, such as approving or rejecting, directly from e-mail notifications.             

                       

2. Tools > Setup > Company > Workflow > E-mail Message Setup

This window is used to create messages that you can send to notify a user when a workflow step is assigned or an originator when a workflow action is completed. You can also use and customize default messages that are already available by adding fields that are associated with a document type or workflow. For example, you could add the action deadline or comments from the originator of a purchase order approval.  

                          

3. Tools > Setup > Company > Workflow > Workflow Calendar

This window is used to determine the deadline for activity assignments made for workflow steps. You can define the company's typical work days and work times each day, as well as holidays or other exceptions to the days listed as typical work days. This window is similar to the Workflow Calendar available in the Dynamics GP Workflow web application.                                 

                                                                                                        

4. Tools > Setup > Company > Workflow > Workflow Maintenance

This window is used to define and configure Workflow 2.0 for Microsoft Dynamics GP processes. For example, you can create and configure a workflow, configure workflow steps, activate and inactivate a workflow and setup managers and approvers for the workflows.

                                                                                                                                      

To continue to use the Dynamics GP Workflow web application that runs on SharePoint, when using any other workflow types besides the Purchase Order Approval workflow, even when on Microsoft Dynamics GP 2013 R2, you will use the 'Workflow Setup for SharePoint' window, which is found via the Tools > Setup > Workflow for SharePoint path. This window looks exactly like the original Workflow Setup window used in prior versions of Microsoft Dynamics GP:

     


The 'New Workflow in Microsoft Dynamics GP 2013 R2' blog can be found at this link, which also has a link to the Workflow 2.0 document:                                                                                                      
https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/06/05/new-workflow-in-microsoft-dynamics-gp-2013-r2.aspx



Hopefully this will help clarify some questions related to the new Workflow 2.0 functionality available and new to Microsoft Dynamics GP 2013 R2 (12.00.1745 and later) and the use of the Dynamics GP Workflow web application as well, especially regarding the use of the Purchase Order Approval workflow type.