This is the last of the three blogs covering the Workflow User Setup window used to assign approvers in the new Workflow 2.0 feature found in Microsoft Dynamics GP 2013 R2.
The other two blogs can be found here:
--Workflow 2.0's Workflow User Setup window options: part 1: People and Groups
--Workflow 2.0's Workflow User Setup window options: part 2: Hierarchy
We're still using the same scenario of setting up the new Workflow 2.0 functionality in Microsoft Dynamics GP 2013 R2, whether it be a Purchase Order Approval, Purchase Requisition Approval, Payroll Timecard Approval or Project Timesheet Approval workflow type.
For this example, we're using the Purchase Requisition Approval workflow type, with a domain name of 'CONTOSO' and Active Directory users: CONTOSO\USER_A, CONTOSO\USER_B, CONTOSO\USER_C, and CONTOSO\USER_D.
To select an approver for this first step of the Purchase Requisition Approval workflow, we click on the lookup/magnifying glass button next to the 'Assign To' field, which opens the Workflow User Setup window.
In the Workflow User Setup window, for the 'Selection Type' field, this time, we're choosing the 'Workflow Role' option, which then enables a 'Workflow Role' field as well.
When we're using the Workflow Role option for Selection Type, we're telling Workflow 2.0 that we want the approver of the submitted documents and batches to be that Windows user account that is currently assigned to that position or role.
The options we have for Workflow Roles are the following:
>>Workflow Originator - When this role is selected as the approver, and in this case, a requisition is created and submitted for approval, the requisition is then assigned to the Windows user account that the user is logged on the machine as, while in Microsoft Dynamics GP 2013 R2, creating and submitting the requisition for approval through the Purchase Requisition Entry window. (Transactions > Purchasing > Purchase Requisition).
>>Workflow Manager - When this role is selected as the approver, in this case, a requisition created and submitted for approval, the requisition is then assigned to the listed manager in Active Directory, for the Windows User account the user is logged on the machine as, as listed in Active Directory, while in Microsoft Dynamics GP 2013 R2, creating and submitting the requisition for approval through the Purchase Requisition Entry window.
>>Alternate Final Approver - When this role is selected as the approver, in this case, a requisition created and submitted for approval, the requisition is then assigned to the Windows user account selected as the 'Use alternate final approver' in the Workflow Maintenance window. In this example, I have USER_D listed as the alternate final approver, so the requisition will be assigned to this user for approval.
>>Requested By - After setting up and activating the Purchase Requisition Approval workflow type, requisitions are then created and submitted for approval via the Purchase Requisition Entry window (Transactions > Purchasing > Purchase Requisitions. In this window, on the header part at the top, there is a 'Requested By' field as well as another 'Requested By' field in the Line section of the window, which is considered the Line Requested By. Because this field is populated by the GP account you're logged into Microsoft Dynamics GP 2013 R2 as, Workflow 2.0 will look at the Windows user account the user is logged on as, and make that user account the approver.
>>Line Requested By - This option works the same as the 'Requested By' option.
An example of how this all works is, for an example, let's say we have the following setup in Active Directory:
User_A, who's manager is setup to be User_B
User_B, who's manager is setup to be User_C
User_C, who's manager is setup to be User_D
While logged into Windows as User_A, we're going to create and submit a requisition through Dynamics GP 2013 R2 / Workflow 2.0 for approval.
For the approver, we're going to setup the Workflow User Setup window to use 'Workflow Role' for the Selection Type, then select 'Workflow Originator' for the Workflow Role. When we submit a requisition for approval, the system will look at the Windows user account that we're currently logged onto the machine as, while running Microsoft Dynamics GP 2013 and attempt to assign the requisition to it for approval. In this case, User_A.
***NOTE: In order to have the Windows account that we're logged onto the system on while submitting a requisition for approval, (The Workflow Originator), be the approver for that same requisition, in the Workflow Maintenance window, we must have the 'Allow originator to be an approver' option marked, otherwise instead of making the Workflow Originator the approver, it will default to the manager of the overall Workflow type, in this case Purchase Requisition Approval.
This is true regardless of which Workflow role is selected, and in any case where the user account submitting the document or batch for approval is also going to be the approver of those same documents/batches.
So, with the 'Allow originator to be an approver' option marked, if we have 'Workflow Originator' selected, the submitted requisitions will be assigned to the Windows user account the user is logged onto the machine as, while logged into Microsoft Dynamics GP 2013 R2 submitting the requisition.
If we choose 'Workflow Manager' for the role, any submitted requisitions will be assigned to the manager of the Purchase Requisition Approval workflow type, which in this example would be the USER_D Windows account.
If we choose Alternate Final Approver' for the role, any submitted requisitions will be assigned to the Windows account we have setup as the 'Use alternate final approver' field, in Workflow Maintenance window:
If we choose 'Requested By' or 'Line Requested By' for the role, any submitted requisitions will be assigned to the Windows user account that is logged onto the machine while using Microsoft Dynamics GP 2013 R2 and, in this case, Purchase Requisition Approval workflow to submit requisitions for approval. Because the 'Requested By' fields in the Purchase Requisitions window both populate with the GP user, not the Windows user, so there's no Active Directory to pull the GP user from, it instead looks at the Windows user account the user is logged on as when submitting the requisition instead and will use that user, again, depending on whether or not the 'Allow originator to be an approver' option is marked or not.
--If, for any reasons, Workflow 2.0 cannot verify a Window user account's direct manager in Active Directory or the user doesn't have one designated, the application will default to the Windows user account itself, not its manager.
--If, for any reasons, Workflow 2.0 cannot verify a Windows account in Active Directory, it will default to the overall Workflow type manager as designated in the Workflow Maintenance window.
Hopefully these blogs have addressed many of the questions you may have in setting up the new Workflow 2.0 functionality available in Microsoft Dynamics GP 2013 R2. I feel once you understand the information in these three blogs regarding how to correctly setup the approvers you want to have, you'll have a pretty good grasp on setting up the new workflows.
Thanks a lot for the post, very helpful. I am having a challenge with the WF 2.0 for requisition with the security. In the old WF, you could select some specific users to be originators/ capturers in Sharepoint.
Is this possible in this version (GP2013 R2)?
I would also like to know if there is a way to restrict the approvers to capture a requisition. I know that the option "Allow Originators to be approvers" in the WF must be unticked.
But if I don't allow the approvers to see all requisitions in the requisition setup, it looks like they can not open the requisition window even if the task/ step is been assigned to them for approval from the tasks notification or requisition entry window.
Therefore, unless you remove the GP access to the requisition entry window via the GP security, an approver can still enter a requisition.
So I have a client who would like to have some specific captures/ originators which I know can be restricted by MS GP Security.
But what if he would like that the approvers are not be able to capture requisition but be able to approve them from the requisition window.
The only way that I saw how to by pass that would be to remove their GP access to the requisition entry window and allow them to retrieve the requisitions submitted to them for approval via the purchasing navigation list for requisition and allow them to approve them from there.
Do you have any other suggestion regarding to that?
Unfortunately, in Workflow 2.0, there isn't a way to designate specific users to be originators, like could be done in the Dynamics GP Workflow on SharePoint, it just takes whatever the Windows account is that you're logged onto the machine as, when using Dynamics GP 2013 R2.
I've seen customers use alternative ways of doing this, like making the Buyer ID the name of the originator, then setting a condition on the Workflow step to approve only if Buyer ID = xxxx, etc.
For the 2nd question, if you go to the Purchase Order Processing Setup window, then click on the 'Requisition' button, to open Requisition Setup, you can change the 'Display Requisitions During Entry for' setup to be either Requested By or All Requisitions.
For the issue with approvers not being able to see the requisition step/task assigned to them for approval without removing the access to the Purchase Requisition Entry window, I haven't seen that or experienced that in any of my setups, so we may need a support case opened so we can take a look at your system to see exactly what we have setup.
Hi Derek, as Patrick, we are having a similar issue as we have to add the view all requistions for an approver to be able to see what they have to approve.
Unfortunately, this behavior is the same, even in Dynamics GP 2015 R2.
Either the users can see the requisitions that are 'Requested By' them, or 'All Requisitions'.
I would recommend searching for this to see if it has been submitted as a product suggestion and if so, vote on it, or if not, enter it so others can vote on it, as it sounds like there are customers and partners that want this changed in Workflow 2.0 functionality.
PRODUCT SUGGESTION: Is there an enhancement you’d like to see considered? Use the link below to voice your opinion. Every suggestion is read and triaged by the Dynamics GP Development Team. Or vote on an existing suggestion, as the more votes they get, increases the priority rating on it.