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With the release of GP 2015 R2 comes another great addition to Workflow 2.0. This new workflow option will allow for the approval of new SQL Views created through SmartList Designer.
Once approved, these workflows will allow users to use the Publish option to create new, refreshable Excel reports on these views. Being able to use the Publish option from SmartList does require that Excel Reports already be deployed on your system.
The new SmartList Designer View Approval workflow can be found under the Administration series in the Workflow Maintenance window once GP 2015 R2 has been installed.
You will need to set up the workflow like any other workflow in your system, with a Manager(s) and Approver(s). Be sure to mark the workflow as Active once you have created the New Step!
Once the workflow has been setup, you will see the Submit button light up when creating new SmartLists in SmartList Designer. Before clicking the Submit button after you are finished creating the SmartList, you will see the [Not Submitted] status in the upper left area of the SmartList Designer screen as well. You will still be able to run the SmartList without submitting the view for approval, but you will not have the option to use the Publish button until the workflow has been submitted and approved.
After submitting the workflow, approvers can find the SmartList workflow in the new SmartList Designer View Pending Approval Navigation Pane option under the Administration selection.
Just like other Pending Approval workflow Navigation Panes, you can check the checkbox next to the View that needs approval and click the Approve/Complete button. Approvers also have the option to open the view from this Navigation Pane by double-clicking on it for review, or highlight it and use the Edit button. Once reviewed, approvers can select to Reject, Delegate, or Approve/Complete the workflow.
***NOTE: When the SmartList through the SmartList Designer Approval workflow if 'final approved'/'completed', because a SQL View is being created at that time in the company database, the GP login being used must have permissions on the SQL side to create the SQL view, otherwise you'll get an error such as this: "[Microsoft][SQL Server Native Client 11.0][SQL Server]The specified schema name "dbo" either does not exist or you do not have permission to use it." To resolve this error, assign the GP login the SMARTLISTDESIGNERWF database role for the company database(s) needed, which will allow the creation of the SQL view without giving the GP login any SQL permissions.
Once Approved/Completed, users will then see the Publish button light up in the SmartList window when viewing the SmartList.
Users can click on the Publish button and should receive a message stating that “The Excel Report published successfully.”
Users will then be able to view the Excel Report from within the Excel Reports directory on the system.
Also, during this process, a new view is created in SQL in the GP Company database that the workflow has been approved in, and will start be named like the following.
Users can leverage these newly created views for other custom reports within SSRS or for more SmartList Favorites and Excel Reports.
Update to GP 2015 R2 to give this a try and Happy Reporting!
Click HERE for more detailed information around System Wide Features in Microsoft Dynamics GP 2015 R2 and a VIDEO!
Click HERE to view the GP 2015 R2 New Features blog schedule!! Lots of COOL new features to see!!
As always, keep up to date on what you need to know with our Microsoft Dynamics GP Blogs!