Ax2012 Enus Imp 05 PDF

CHAPTER 5: WORKFLOW
Objectives
The objectives are:
Chapter 5: Workflow
Configure a sub workflow.
Configure parallel activities.
Configure manual and conditional decisions.
Explain some of the general features of workflow in Microsoft

Dynamics AX 2012.
Configure a line-item workflow.
Configure tasks for a workflow.
Discuss the architecture of workflow.
Complete a workflow including, reviewing errors, activating and

viewing versions, and associating a workflow to organizations.
Create a workflow and configure basic settings.
Review the various workflow types available in Microsoft Dynamics

AX 2012.
Set up workflow batch jobs.
Set up workflow notifications.
Configure an approval element.
Create work item queues.
Describe the features and use of the workflow editor.
Review user performance on workflows.
5-1
As a system: Workflow is a system installed with Microsoft

Dynamics AX that runs on the application object server (AOS). The
workflow system provides functionality that you can use to create
individual workflows, or business processes.
FIGURE 5.1 EXPENSE REPORT SAMPLE WORKFLOW
As a business process: A workflow represents a business process. It

defines how a document flows through the system by showing
who must complete a task or approve a document. For example,
consider the following illustration of an expense report workflow.
Workflow is defined in two ways:
Installation and Configuration for Microsoft Dynamics AX 2012
Introduction
5-2
Chapter 5: Workflow
To better understand this workflow, suppose that Sam submits an expense report
for 7,000 U.S. Dollars (USD). In this scenario, Ivan must review the receipts that
Sam routed to him. Then Frank and Sue must approve the expense report.
Now suppose that Sam submits an expense report for 11,000 USD. In this
scenario, Ivan must review the receipts and Frank, Sue, and Ann must approve
the expense report.
Workflow Benefits
Process visibility: The workflow system lets you track the status,
history, and performance metrics of a specific workflow instance.
This helps you determine whether changes should be made to the
workflow to improve efficiency.
Consistent processes: The workflow system lets you define the

approval process for specific documents, such as purchase
requisitions and expense reports. By using the workflow system, you
ensure that documents are processed and approved in a consistent
and efficient manner.
There are several benefits of using the workflow system in your organization:
Centralized work list: Users can view a centralized work list to

view the workflow tasks and approvals assigned to them. This work
list is available from the Role Center pages in the Microsoft
Dynamics AX client and Enterprise Portal.
Workflow Introduced
Workflow Improvements
o
o
o
o
o
o
Graphical workflow editor/ workflow list page
.NET 4.0 Workflow runtime, hosted by AOS
Relational database changes

Organization model
Security
Financial dimensions
Updated workflow for product-wide features
Simplified workflow deployment
Improve the workflow authoring experience
Advanced flow controls

Automated tasks
Line item workflows
Conditional and data-driven assignments, work item reminder,
workflow email templates
Work item queues
Workflow performance analysis
Expanded workflow capabilities
Workflow in Microsoft Dynamics AX 2012 now introduces increased

improvements that include the following:
o
o
o
o
IIS workflow host
.NET Workflow runtime
Workflow configuration form
Approvals and tasks only
Forward only, sequential
Automated tasks.
Work item queue.
Line level workflow.
Advanced flow controls.
Approximately 60 workflow types (previously called workflow

templates)
Workflow common controls (AX client/EP)
Workflow history
Workflow support in Microsoft Dynamics AX 2009 included the following

features:
United work list
General Features
Approximately 20 workflow templates
Workflow in Microsoft Dynamics AX 2012 also introduces several features that

improve the workflow experience including:
5-4
5-3
Chapter 5: Workflow
Automated Tasks
A messaging batch job
Workflow runtime Application Programming Interface (API)
A message queue
Logically, the workflow infrastructure is an extension of Microsoft Dynamics

AX and is transparent to users. Physically, both the X++ workflow and the
managed workflow runtimes are hosted on the AOS. The workflow infrastructure
uses batch processing on the AOS and .NET Interop to integrate both subsystems
and pass messages from one subsystem to another. The X++ code executed in the
batch processor is compiled to .NET CIL. The batch processing runs in the .NET
common language runtime (CLR).
The managed workflow runtime consists of the Windows Workflow Foundation

(WWF) and Microsoft Dynamics AX extensions.
The messaging batch job or the workflow runtime API can invoke the application
code, if it is required. The X++ workflow runtime is compiled into the common
intermediate language (CIL) of the .NET Framework.
The X++ workflow runtime consists of:
The workflow infrastructure consists of two components that are hosted on the
AOS: the X++ workflow runtime and the managed workflow runtime.
Sara, the Chief Financial Officer (CFO), would like a credit check to be
performed for any sales order over 500.00 USD.
Scenario: Automated Tasks
Advanced Flow Controls
Conditional decisions: A point where a workflow divides into two

branches. The system will decide which branch to use by evaluating
the submitted document to determine whether it meets a specified
condition.
Architecture
You can now add an automated task to your workflows. An automated task runs
on business logic and requires no human interaction. For example, an automated
task can perform a credit check, run a report, or update a record.
Manual decisions: A point where a workflow divides into two

branches. A user must take an action, and the action taken will
determine which branch is used to process the submitted document.
5-6
Workflow in Microsoft Dynamics AX 2012 supports both branching and

parallelism making it possible to model more of the complex scenarios that you
find in real business. Scenarios that can be modeled with workflow now include
the following:
Parallel activities: A workflow element that includes two or more

branches that run at the same time.
Line Level Workflow

You can now implement workflows for line items on a document. For example,
you might configure a workflow for timesheets where each line item on the
timesheet is approved by a specific project manager.
Work Item Queue

Workflow in Microsoft Dynamics AX 2012 can be used to assign workflow tasks
to a work item queue, and to previously supported users, roles, and organization
hierarchies. A work item queue is a list of workflow tasks to be completed. Users
assigned the queue can accept, take action, reassign or release items on the
queue.
Scenario: Work Item Queue

Phyllis, the Accounting Manager, would like to assign Purchase Requisition
approvals to her entire staff rather than to individuals. Her staff will be able to
approve Purchase Requisitions more efficiently if they are not assigned to
individuals, especially on days where the assigned approver is not available.
Additionally there will be less maintenance overhead reconfiguring existing
workflows as staff turns over.
5-5
Chapter 5: Workflow
The following diagram provides the high-level architecture of the workflow
infrastructure.
FIGURE 5.2 WORKFLOW INFRASTRUCTURE ARCHITECTURE
Step
Runtime
Activity
Users can use the workflow forms and controls in the Microsoft Dynamics AX
client and in Enterprise Portal to participate in business processes.
Programmatically, any components that can invoke X++ code can use X++ to
invoke a workflow or submit a document to a workflow. The following table
describes the workflow steps that occur when a user submits an expense report to
the workflow system for approval.
X++
Workflow
Runtime
A user submits an expense report by clicking the

Submit button on one of the workflow controls. This
causes X++ code to activate a workflow instance by
calling the workflow runtime API. The workflow
runtime API posts a message to the message queue.
The messaging batch job reads the message and
sends a workflow activation request to the managed
workflow runtime.
NOTE: The messaging batch job processes the
message queue at one-minute intervals.
5-7
Step
X++
Workflow
Runtime
Managed
Workflow
Runtime
Runtime
This same messaging pattern is repeated as necessary

throughout the life cycle of the workflow instance.
The messaging batch job reads the workflow

started message from the message queue and
invokes the application event handler to process a
workflow started event. The batch job then posts
an acknowledgement message that the event was
processed.
.NET Interop from X++ receives the message and

starts a new workflow instance through Windows
Workflow Foundation. This workflow instance
performs a callback function to the X++ workflow
runtime API through .NET Interop to X++ CIL and
posts a message that the workflow has started.
After posting the message, the managed workflow
runtime saves the idle workflow instance to the
Microsoft Dynamics AX database. Runtime then
removes it from memory. When the managed
workflow runtime receives another message from the
X++ workflow runtime for this workflow instance, it
restores the workflow instance to memory and
resumes it.
Each workflow instance is unique. If you have two
users who submit their expense reports for approval,
two workflow instances are started.
Activity
For a specific organization, such as a particular legal entity.
Across all organizations. (These types of workflows can be used only

with documents that contain organization-wide data.)
In Microsoft Dynamics AX 2009, each workflow is company-specific. In

Microsoft Dynamics AX 2012, you can use a workflow:
Organization Model Integration
The workflow architecture provides for a reliable and durable messaging system.
It makes sure that the state of the workflow is always synchronized with the state
of the application. In case of an unexpected hardware or software failure, the
workflow instance state is returned to its last known save point and the message
stays in the queue. So, from an architecture perspective, the recovery model is to
fix the problem and resume the workflow.
Both
5-8
Specify the Workflow Owner
Scenario: Organization Model Integration
The workflow owner is the person who will manage and maintain this workflow.
Use the following steps to specify the workflow owner.
Chapter 5: Workflow
Phyllis, the Accounting Manager, would like to set up a Purchase Requisition

workflow for the Fabrikam legal entity. Most workflows created in her company
are used across the organization, but Fabrikam has some unique rules about a
Purchase Requisition.
1. Click Basic Settings in the Action Pane.

2. From the Owner list, select the name of the person who will manage
this workflow.
Select an Email Template
Create a Workflow
Use the following procedures to create and configure a workflow.

2. In the Submission instructions text box, enter the instructions.
Use the following steps to enter instructions for users.
For example, suppose you are creating a purchase requisition workflow. The
instructions you provide can be viewed by users entering purchase requisitions in
the Purchase requisitions form.
You can provide instructions to users who will be submitting documents for
processing and approval. (This documentation refers to these users as
originators.)
Enter Instructions for Users

2. From the Email template for workflow notifications list, select the
template to use for notifications sent regarding this workflow.
Use the following steps to select the email template that will be used for
notifications sent regarding this workflow.
5-10
Procedure: Create a Workflow

The workflows you can create depend on the Microsoft Dynamics AX module
you are working in. Use the following steps to create a new workflow.
1. Open the module where you want to create a new workflow.
2. Open Setup > [Module name] workflows. A list page is displayed.
3. In the Action Pane, click New. The Create workflow form is
displayed.
4. Select the type of workflow you want to create. Click Create
workflow.
5. The workflow editor is displayed. Use the following procedures to
configure the workflow.
Procedure: Configure the Properties of a Workflow

Now that the workflow editor is open, you can configure the properties of this
workflow. To do so, click Basic Settings. The workflow Properties form is
displayed. Use the following procedures to configure the properties of the
workflow.
Name the Workflow

Use the following steps to enter a name for the workflow.
2. In the Name field, enter a unique name for the workflow.
For example, suppose you are creating purchase requisition workflows for each
country or region in which you operate. You can name a purchase requisition
workflow, Purchase Requisitions Denmark or Purchase Requisitions Spain.
5-9
Chapter 5: Workflow
3. If you want to personalize the text, you can insert placeholders.
Placeholders will be replaced with the appropriate data when
displayed to users. To insert a placeholder:
a. Click in the text box to specify where the placeholder should
appear.
b. Click Insert placeholder.
c. From the list that is displayed, select the placeholder that you
want to insert.
d. Click Insert.
4. If you want to add translations for the text, click Translations. In the
form that appears, do the following:
a. From the Translate to field, select the language in which you
will enter text.
b. In the Translated text box, enter text in the language you
selected.
c. Click Close.
Specify when this Workflow Should be Used

You can create multiple workflows that are based on the same type. For example,
you could create a purchase requisition workflow for each country or region in
which you operate, such as Purchase Requisitions Denmark and Purchase
Requisitions Spain.
Purchase Requisitions Spain should be used when: country/region =

ES
Purchase Requisitions Denmark should be used when:

country/region = DK
When you have multiple workflows that are based on the same type, you need to
specify when each workflow should be used. Continuing with the example, you
would need to specify that:
Click Activation in the Action Pane.

Select the Set the conditions for running this workflow check box.
Click Add condition.
Enter a condition.
Enter additional conditions, if necessary.
Use the following steps to specify when the workflow you are configuring should
be used.
1.
2.
3.
4.
5.
5-11
1.
2.
3.
4.
5.
6.
7.
8.
9.
10. Repeat this procedure for each event that will trigger notifications.
Click Notifications in the Action Pane.

Select the check box for the event that will trigger notifications.
Select the entire row of the event that you marked in the previous
step.
Click the Notification text tab.
In the text box, enter the text of the notification.
Click Insert placeholders if you want to personalize the text
If you want to add translations for the text, click Translations.
Click the Recipient tab.
Specify who should receive the notification. Select one of the
following options.
a. Participant: If you select this option, click the Role based tab to
select the appropriate role.
b. Workflow user: If you select this option, click the Workflow
user tab to select a participant of this workflow.
c. User: If you select this option, click the User tab to select the
appropriate Microsoft Dynamics AX users.
Use the following steps to specify when notifications should be sent.
When a document is submitted for processing and approval, a workflow instance

is created. You can send notifications to users when workflow instances (based
on this workflow) are started, completed, terminated, or stopped because of an
error.
Specify when Notifications Should be Sent
6. If you want to verify the conditions you entered are set correctly,
click Test. The Workflow condition editor form is displayed.
7. Select a record in the Validate condition area of the form. Click
Test. The system will evaluate the record to determine if it meets the
conditions you specified. For example, suppose you are creating a
purchase requisition workflow for Spain. The Validate condition
area of the form will display a list of purchase requisitions. When
you click Test, the system will evaluate the selected purchase
requisition to determine if country/region = ES.
8. Click OK. The Properties form is redisplayed.
5-12
Graphical Workflow Editor
Chapter 5: Workflow
The workflow editor is a graphical interface you can use to create Microsoft
Dynamics AX workflows by arranging workflow elements on a design surface.
This is similar to how you would graphically model a business process using
Microsoft Visio. You can add, delete, and reposition workflow elements so that
they precisely model the business processes you want to automate.
You can also add flow-controls, such as manual and automated decisions and
parallel activities so you can create complex workflows that exactly model the
business processes you want to automate. The following illustration outlines the
areas of the workflow editor.
FIGURE 5.3 WORKFLOW EDITOR LAYOUT
Action Pane: The Action Pane that runs along the top of the
workflow editor contains buttons you can use to navigate in the
workflow, copy and paste workflow elements, and configure
properties. To configure properties of the whole workflow, select the
canvas. To configure properties of a specific workflow element,
select that element.
The workflow editor automatically saves a workflow as you are working on it

without creating a new workflow version. However, when you close a workflow
in the workflow editor, you have the option to save it and create a new version or
to cancel it and discard the changes you have made. If the workflow is valid and
contains no errors or warnings you can also activate it. You can only submit
documents to the active version of the workflow.
Workflow elements: This area contains the workflow elements you

can add to the workflow that you are creating. To add elements, drag
them from the Workflow elements area onto the canvas.
5-13
Navigation bar: As mentioned, some workflow elements can

contain child elements that must be configured. If you double-click
the parent element, the child element will be displayed. Use the
navigation bar to navigate between parent and child elements.
Canvas: The canvas is the main area where you arrange the
workflow elements. The flow of the business process you are
modeling is indicated by connectors that join the elements. Some
elements can contain other elements, that creates a parent-child
relationship. For example, an approval element contains one or more
approval steps, that are child elements of the parent approval
element. If you double-click the approval element, you can add and
configure the approval steps.
1. In the Workflows list, select the workflow you want to modify.

2. Click Edit. The workflow editor opens displaying the workflow
elements that have been modeled for the workflow. You can modify
the workflow by adding or deleting workflow elements or by
changing the properties for any elements. The workflow editor
automatically saves the modified workflow as a new version and
keeps the other version unchanged.
To open the workflow editor to modify a workflow, follow these steps:
1. Click New.
2. In the Create workflow form, select the workflow type you want to
create, and then click Create workflow. The workflow editor opens
displaying only the Start element and the End element on the canvas.
To open the workflow editor to create a new workflow, follow these steps:
1. Open the module you want to work in, and then click Setup >
Workflows.
2. In the Workflows list page for that module, use one of the following
procedures.
You open the workflow editor when you create a new workflow or modify an
existing workflow.
Procedure: Opening the Workflow Editor
Errors and warnings pane: This pane is located at the bottom of

the workflow editor. This pane displays error and warning messages
that have been generated for the workflow. These errors and
warnings must be resolved before you can activate the workflow. To
locate the element where an error or warning occurs, double-click the
error or warning message.
5-14
Procedure: Viewing the Workflow
Chapter 5: Workflow
You can change how you view the workflow on the canvas by using the zoom
and pan controls in the lower right corner of the canvas window.
FIGURE 5.4 USER REQUEST WORKFLOW - WORKFLOW EDITOR SAMPLE
Zoom In or Out of the Canvas
To widen the focus to show all of the workflow, click Maximize.
To widen the focus when you are zoomed in to include more of the
workflow, click Zoom out.
To focus on a specific element, click Zoom in. Zooming in always

focuses on the center of the canvas.
You can zoom into the canvas to view more detail in part of the workflow and
then zoom out to view more of the workflow.
Pan to See Different Parts of the Workflow
To close the Overview window, click the close icon in the upper
right corner of the Overview window.
To open the Overview window, click Overview.
If you have zoomed in to focus on just a part of the workflow, you can use the
Overview pane to quickly pan to another part of the workflow.
5-15
Right-click the element you are working with and select View
parent. The canvas now displays the parent element. You can repeat
this procedure as long as there are parent elements to view.
Tasks
Line-item elements
Approval process
Manual task
Automated task
o
o
Flow-control elements
Manual decision
Conditional decision
Parallel activity
Subworkflow
Call an employees manager.
Review the receipts submitted with the expense report.
A manual task is a unit of work that must be performed by a user. For example,
an expense report workflow can have manual tasks that require the assigned users
to:
Manual Task
o
o
o
o
A workflow consists of elements. The following sections describe each type of

element:
Workflow Elements
In the breadcrumb path in the top left corner of the canvas, click the
parent element you want to return to. If you click Flowchart, you
will return to the main workflow.
The canvas supports a child-parent relationship between workflow elements that

contain other elements, such as a parallel activity element. Each parallel branch
element contains a workflow that includes other elements. Each of these elements
can also contain elements. If you are configuring an element with several levels
of parent-child relationships, you will need to navigate up the relationship chain
to return to a parent element or to the main workflow. You can navigate back in
two ways:
Navigate the Parent-Child Element Relationships in the Canvas
When you are zoomed in, the Overview window displays a yellow rectangle
superimposed on a view of the whole canvas, indicating the area that is currently
visible. If you want to view another part of the workflow, use the mouse pointer
to drag the rectangle to a new location.
5-16
Automated Task
Chapter 5: Workflow
Performs a credit check.
An automated task is a unit of work that must be performed by the system. (It
requires no human interaction.) For example, a sales order workflow can have
automated tasks that:
Creates a customer record for the customer, if one does not already
exist.
Approval Process
Assign the document to another user for approval.
Request a change to the document.
Reject the document.
Approve the document.
An approval process is a process that consists of separate steps. The user at each
approval step can:
Line-Item Elements
A workflow can be created to process documents, or the line items on a
document. For example, assume that you have created an approval workflow for
timesheets. (This workflow will be referred to as the document workflow.) You
can add a line-item element to that document workflow. When the line-item
element is executed, each line item on the document is submitted for processing.
You can have all the line items processed by the same line-item workflow, or you
can have each line item processed by a different line-item workflow.
Suppose that an employee has submitted a timesheet that resembles the following
figure.
FIGURE 5.5 TIMESHEET EXAMPLE
5-17
Line-item workflow 3: This workflow is used to process line items

where the project ID = 3333.


Subworkflow: A subworkflow is a workflow that runs within the

context of another workflow.
Parallel activity: A parallel activity is a workflow element that

includes two or more workflow branches that run at the same time.
Conditional decision: A conditional decision is a point where a

workflow divides into two branches. The system will decide which
branch to use by evaluating the submitted document to determine
whether it meets a specified condition.
Manual decision: A manual decision is a point where a workflow

divides into two branches. A user must take an action, and the action
taken will determine which branch is used to process the submitted
document.
TIP: Each workflow configuration has a Start node and an End node by default.
The first action should always connect from the Start node to the desired node,
and the last step should always connect from the desired "last step node" to the
End node.
1. From the Workflow editor form select the desired node in the
Workflow elements pane on the left.
2. Drag and drop the element onto the Canvas. The element can be
repositioned on the canvas by dragging and dropping it again.
3. Each workflow element must be connected in the correct sequence.
This is done by hovering over the "starting" element with your
mouse and then clicking one of the connector points. With the mouse
button held down, drag the mouse pointer to the "next" element.
Release the mouse button when you have hovered over one of the
connector points on the "next" element.
4. Repeat steps 2 and 3 for each desired element.
To add elements to the canvas, follow these steps:
Procedure: Add Elements to the Canvas
You can use the following elements to design workflows that have alternate
branches or branches that run concurrently.
Flow Control Elements
In this scenario, you can create the following line-item workflows:
5-18
Chapter 5: Workflow
Procedure: Remove Elements from the Canvas
If you have added an element to the canvas that you no longer need, you can
remove the element. To remove an element from the canvas, follow these steps:
1. In the Workflow editor form, highlight the element you want to
remove.
2. Click Delete in the Edit group of the Action Pane.
3. Or, you can right-click and select Delete.
Procedure: Configure an Element

Once an element is added to the canvas and connected to other elements, it must
be configured. Each element type has different properties that must be
configured. To open the properties for any element, follow these steps:
1.
2.
3.
4.
In the Canvas of the Workflow editor, select the node to configure.

Click Properties in the Show group of the Action Pane.
Right-click the node and select Properties.
Click one of the buttons in the Modify element group of the Action
Pane. These buttons will open the properties window and set focus to
the tab selected. For example, if you click Notifications on an
Approval type element, the Properties form will open with focus on
the Notifications tab.
NOTE: Each type of workflow element has different properties and therefore
different tabs and buttons. The following sections describe steps for configuring
each element type.
Configure an Approval Element
Specifying what should happen when a document is overdue.
Assigning the approval step.
Configuring the basic settings including the name, subject line, and
instructions.
Several steps and options are required to configure an approval element,

including:
To begin configuring an approval step, right-click the approval step node on the
Canvas and click Properties. The Properties form is displayed. Use the
following procedures to configure the properties of the approval step.
NOTE: Not all workflow types have approval elements available.
5-19
2. Specify who this step should be assigned to on the Person tab:

a. Participant: If you want to assign the approval task to members
of a group or role, on the Role based tab select the Type of
participant and Participant.
b. Hierarchy: If you want the task assigned to users in a specific
organizational hierarchy, click this option, and fill in the
information on the Hierarchy selection and Hierarchy options
tab.
FIGURE 5.6 PROPERTIES FORM - ASSIGNMENT TAB - APPROVAL STEP

ELEMENT
1. In the Properties window for the Approval Step node, click the
Assignment tab.
Specify who this approval step should be assigned to by completing the

following procedure.
Procedure: Assign the Approval Step
TIP: Similar steps are used for setting up the name, subject line and instructions
that are described in the Procedure: Configure Properties of a Workflow. Instead
of selecting the outer workflow node, select the node on the canvas that you want
to configure and use the buttons in the Modify workflow group of the Action
Pane or right-click the node and select Properties.
5-20
Chapter 5: Workflow
c. Workflow user: If you want to assigns the task to users of this
workflow, select the Workflow originator, Work item owner, or
Workflow owner on the Workflow user tab.
d. User: If you want the task assigned to specific users, click this
option and select the appropriate users on the Users tab.
3. Click the Time limit tab and specify how much time a user has to act
on, or respond to documents that reach this approval step. Select one
of the following options:
a. Hours: If you select this option, enter the number of hours the
user has to respond, and then select the calendar your
organization uses.
b. Days: If you select this option, enter the number of days the user
has to respond, and then select the calendar your organization
uses.
c. Weeks: If you select this option, enter the number of weeks the
user has to respond.
d. Months: If you select this option, select the day and week by
which the user must respond. For example, you can have the user
respond by Friday of the third week of the month.
e. Years: If you select this option, select the day, week, and month
by which the user must respond. For example, you can have the
user to respond by Friday of the third week of December.
4. If the approver does not act on a document in the time allowed, the
document is considered overdue and will be escalated according to
the options you selected on the Escalation tab.
5. Click the Completion policy tab.
Procedure: Configure a Completion Policy

If you assigned this approval step to multiple users, select one of the following
options.
Single Approver
If you select this option, the action applied to the document is determined by the
first person who responds.
For example, assume that Sam has submitted an expense report for 15,000 USD
and that it is currently assigned to Sue, Jo, and Bill. If Sue is the first person to
respond to the document, the action she takes is applied to the document. For
example, if Sue approves it, the document is sent to Ann for approval. If Sue
rejects it, the document is rejected and sent back to Sam.
5-21
If Sue and Jo approve the document, the document is sent to Ann for
approval.
If Sue approves the document and Jo rejects it, the document is

rejected and sent back to Sam.
You entered 50 as the percentage.
Sam has submitted an expense report for 15,000 USD and that it is
currently assigned to Sue, Jo, and Bill.
If Sue and Jo approve the document, the document is sent to Ann for
approval.
If Sue approves the document and Jo rejects it, the document is

rejected and sent back to Sam.
If you select this option, all of the approvers must approve the document in order
for the workflow to continue. For example, consider the workflow previously
illustrated. Assume that Sam has submitted an expense report for 15,000 USD
and that it is currently assigned to Sue, Jo, and Bill. If all of the approvers (Sue,
Jo, and Bill) approve the document, it is sent to Ann for approval. If one person
rejects the document, the document is rejected and sent back to Sam.
All Approvers
In this scenario, the first two approvers who respond determine the action applied
to the document. This is because the 50 percent requirement is met. Assume that
Sue and Jo are the first two approvers to respond.
If you select this option, the action applied to the document is determined when a
specific percentage of the approvers respond. For example, consider the
workflow previously illustrated. Assume that:
Percentage of Approvers
For example, consider the workflow previously illustrated. Assume that Sam has
submitted an expense report for 15,000 USD and that it is currently assigned to
Sue, Jo, and Bill. The first two approvers who respondSue and Jodetermine
the action applied to the document.
If you select this option, the action applied to the document is determined when a
majority of approvers respond.
Majority of Approvers
5-22
Chapter 5: Workflow
When a user fails to act on a document in the time allowed, the document is
considered overdue. Use the following procedure to specify what should happen
to overdue documents.
1. In the left pane of the Properties form of the Approval node, click
the Escalation tab.
2. Select the Use escalation path check box to create an escalation
path. The system will automatically assign the document to the users
listed in the escalation path.
3. To add a user to the escalation path, click Add escalation. Then do
the following:
4. Click the Person tab. Select whether you want the approval step
assigned to a Hierarchy, Workflow user, or a User.
5. Continue adding users to the escalation path and arranging the order
of the users as needed.
FIGURE 5.7 PROPERTIES FORM - ESCALATION TAB - APPROVAL STEP

ELEMENT
6. If the users in the escalation path fail to act on the document in the
time allowed, the system will automatically act on the document. To
specify the action the system should take, select the Action row.
Then select an action in the End action tab.
5-23
1. In the left pane of the Properties form, click Condition.

2. Select the Run this step only when the following condition is met
option.
3. Enter a condition.
4. Enter additional conditions, if necessary.
5. To verify the conditions you entered are set correctly, click Test. The
Workflow condition editor form is displayed.
6. Select a record in the Validate condition area of the form. Click
Test. The system will evaluate the record to determine if it meets the
conditions you specified. For example, continuing with the example
mentioned, suppose you are configuring an approval step that should
occur only when a purchase requisition is greater than 10,000 USD.
The Validate condition area of the form will display a list of
purchase requisitions. When you click Test, the system will evaluate
the selected purchase requisition to determine if the approval amount
is greater than 10,000 USD.
7. Click OK. The Properties form is displayed.
Use the following procedure to specify when this step is required.
In some instances the approval step you are configuring is required only under
specific conditions. For example, suppose you are configuring an approval step
for a purchase requisition workflow. You can have the approval step occur only
when the purchase requisition is greater than 10,000 USD.
This approval step is required under specific conditions
1. In the left pane, click Condition.

2. Select the Always run this step option.
If this approval step is always required, complete the following procedure.
This approval step is always required
Specify when this approval step is required. The approval step can always be
required, or only under specific conditions.
Procedure: Configure Conditions
For example, suppose you have added Donna and Erin to the escalation path and
you have selected Approve as the action the system should take. In this scenario,
the system will assign the overdue document to Donna. If Donna fails to act on
the document in the time allowed, the system will assign the document to Erin. If
Erin fails to act on the document in the time allowed, the system will approve the
document.
5-24
Chapter 5: Workflow
Lab 5.1 - Configure an Approval on a Workflow

This lab demonstrates how to create a new user workflow and add an approval
element.
Scenario
Simon, the System Implementer at Contoso, has just finished installing the
Enterprise Portal. The Vendor Portal is ready except there still needs to be a user
workflow created for user requests. Simon must create a new workflow for the
user requests. He wants to keep the configuration simple by only requiring one
approval for all user requests.
Challenge Yourself!
Using the information provided, create a new user request workflow and add an
approval element that requires all new user requests to be approved. When you
are finished configuring the workflow, activate it and export the configuration so
that later it can be imported into another environment.
Export the workflow.
Activate the workflow.
Save the workflow.
Assign the workflow step to the Admin user.
Set the final approver to the Admin user.
Configure the approval step.
Create connections from the Start to the Approval and the Approval
to the End.
Add an approval element to the workflow.
Create a new user request workflow in the System administration

module.
Need a Little Help?
Step by Step
1.
2.
3.
4.
Open System administration > Setup > Workflow > User

workflows.
Click New on the Action Pane to create a new record.
Select User request workflow from the list and then click Create
workflow.
On the User Request workflow form, highlight the Approve user
request element in the Workflow elements pane and drag it into the
canvas.
5-25
5. Create a connection between the Start node and the new Approve
user request node by clicking and dragging the mouse from the
Start node connector to the Approve user request node connector.
6. Create a connection between the Approve user request node and
the End node by clicking and dragging the mouse from the Approve
user request node to the End node.
7. Right-click on the outer Workflow pane in the canvas and select
Properties.
8. On the Basic settings tab, select Admin for the Owner field, and in
the Submissions instructions field enter detailed instructions such
as "Please submit the user request for approval."
9. Close the Properties form.
10. Right-click the Approve user request node on the canvas and select
Properties.
11. On the Properties window, click the Advanced settings tab.
12. Select the Use final approver check box and select Admin for the
user.
13. Close the Properties form.
14. Highlight the Approve user request node in the canvas, and then
click Level down in the Action Pane.
15. Right-click the Step 1 node in the canvas and select Properties.
16. On the Basic Settings tab, enter a name for the node such as
"Approval."
17. Enter a Work item subject such as "Vendor User Request Approval."
18. Enter a Work item instruction such as "Please approve the vendor
user request."
19. Click the Assignment tab.
20. Select User from the list on the Assignment type tab.
5-26
Chapter 5: Workflow
21. Click the User tab.
22. Select Admin in the Available user pane and then click the arrow
(>) button to move the user to the Selected user pane.
23. Close the Properties window.
24. Click Level up on the Action Pane.
25. If the Error pane is not open, click Error pane in the Show group
of the Action Pane. Verify there are no errors.
26. Click Save and close.
27. Enter a version description such as "Original version", and then click
OK.
28. Click OK.
29. On the User workflows list page, click the Versions button.
30. On the Workflow versions form, click Make active.
31. Click the double arrow (>>) button and select Export.
32. Click the yellow folder icon and browse to Documents to save the
file.
33. Click Save, and then click OK.
34. Close the Workflow versions form.
5-27
A manual decision is a point where a workflow divides into two

branches. A user must take an action, and the action taken will
determine which branch is used to process the submitted document.
Name the decision.

Enter the subject line and instructions.
Configure notifications.
Assign the decision.
3. Select the entire row of the event you selected in step 2. Click the
Notification text tab and in the text box, enter the text of the
notification.
4. To personalize the text, click Insert placeholders.
5. To add translations for the text, click Translations.
1. In the left pane of the Properties form, click Notifications.

2. Select the check box next to an event:
a. Choice1: Select this check box to send notifications when the
first choice on the manual decision is selected.
b. Choice2: Select this check box to send notifications when the
second choice on the manual decision is selected.
c. Delegate: Select this check box to send notifications when this
task is assigned to another user.
d. Escalate: Select this check box to send notifications when the
assigned user has failed to complete the task within the time
allowed.
Notifications can be sent to people when this task is delegated, escalated or

completed. Use the following steps to specify when notifications should be sent.
Procedure: Configure Notifications for Manual Decisions
1.
2.
3.
4.
Steps to take when configuring a conditional decision include:
1. Name the decision.

2. Set conditions for the decision.
Steps to take when configuring a conditional decision include:
A conditional decision is a point where a workflow divides into two

branches. The system will decide which branch to use by evaluating
the submitted document to determine whether it meets a specified
condition.
Two types decisions can be added to a workflow:
Configure Decisions
5-28
Chapter 5: Workflow
6. Click the Person tab. Specify who should receive the notification.
Select one of the following options.
a. Participant: If you select this option, click the Role based tab to
select a participant.
b. Workflow user: If you select this option, click the Workflow
user tab to select the user.
c. User: If you select this option, click the User tab to select the
users.
7. Repeat steps 3 through 7 for each event you selected in step 2.
Assign the Manual Decision
User: Select this option if you want the decision assigned to any
Microsoft Dynamics AX users.
Workflow user: Select this option if you want the decision assigned
to users in the workflow.
Hierarchy: Select this option if you want the decision assigned to

users in a specific organizational hierarchy.
Participant: Select this option if you want the decision assigned to

specific users.
Specify who the decision should be assigned to. You can assign a decision to one
of the following:
Queue: Select this option if you want the decision assigned to a

work item queue. For more information about queues, refer to
Configure work item queues topic.
TIP: Keep in mind that although you can assign the decision to multiple people,
only one person can make the decision.
To assign the decision to a participant, complete the following steps.
1.
2.
3.
4.
In the left pane of the Properties form, click Assignment. On the

Person tab, click Participant.
Click the Role based tab. From the User group participant
provider list, select the person you want to assign the decision to.
Click the Time limit tab.
In the Duration field, specify how much time the user has to
complete this task. Select one of the following options:
a. Hours: If you select this option, enter the number of hours the
user has to complete the task. Select the calendar your
organization uses. Then enter the information about your
organizations work week.
5-29
b.
c.
d.
e.
Enter a condition to indicate where in the hierarchy the system

should stop retrieving names. For example, if you want the
system to stop at Liz's name, you could enter the following
condition: Line manager level = 2. (This is because Liz is Sam's
second-level manger.)
If you want the system to stop at Bill's name, you could enter:
Job title is Corporate Vice President.
If you want the system to stop at Mark's name, you could enter:
Approval limit = 10,000.
To specify the ending point, click Add condition.
Since you are configuring a purchase requisition task in this

example, you can select Requester. (This is a purchase
requisition field that contains an employee name.)
The system will determine who submitted the purchase
requisition. Assume that Sam submitted the purchase requisition.
This means the system will start retrieving the employee names
that appear before Sam in the hierarchy.
To specify the starting point, select a person from the Start from
list.
When you use a hierarchy to assign a task, the system must retrieve a range of
employee names from the hierarchy. These names represent employees the task
could possibly be assigned to. For the system to retrieve a range of names, you
need to specify the starting point and ending point of the range.
Assign a Task to a Hierarchy
If the user does not complete the task in the time allowed, the task is considered
overdue and will be escalated according to the options you selected in the
Escalation area.
Days: If you select this option, enter the number of days the user
has to complete the task. Select the calendar your organization
uses. Then enter the information about your organizations work
week.
Weeks: If you select this option, enter the number of weeks that
the user has to complete the task.
Months: If you select this option, select the day and week by
which the user must complete the task. For example, you can
have the user complete the task by Friday of the third week of
the month.
Years: If you select this option, select the day, week, and month
by which the user must complete the task. For example, you can
have the user complete the task by Friday of the third week of
December.
5-30
Chapter 5: Workflow
Procedure: Assign a Task to a Hierarchy
To assign a task to a hierarchy, complete the following steps.
1. In the left pane of the Properties form, click Assignment. On the
Person tab, click Hierarchy.
2. Click the Hierarchy selection tab.
3. To specify the starting point, select a person from the Start from
list.
4. To specify the ending point, click Add condition.
5. Click the Hierarchy options tab.
FIGURE 5.8 PROPERTIES FORM - HIERARCHY SELECTION TAB TASK ELEMENT
6. Specify those employees from the range specified in the previous

step the task will be assigned to.
a. If you select Assign to all users retrieved, the task will be
assigned to all employees in the range.
b. If you select Assign only to last user retrieved, the task will be
assigned to only the last employee in the range.
c. If you select Exclude users with the following condition, the
system will not assign the task to users in the range who meet a
specific condition. Click Add condition to specify the condition.
5-31
Escalation area.
1. In the left pane of the Properties form, click Assignment.

2. On the Person tab, click Workflow user.
3. Click the Workflow user tab and from the Workflow user list,
select a user.
4. Click the Time limit tab.
5. In the Duration field, specify how much time the user has to
complete this task.
To assign a task to a workflow user, complete the following steps.
Procedure: Assign a Task to a Workflow User

complete this task. If the user does not complete the task in the time
allowed, the task is considered overdue and will be escalated
according to the options you selected in the Escalation area.
5-32
Procedure: Assign a Task to a Queue
Chapter 5: Workflow
Procedure: Assign a Task to a User
To assign a task to a queue, complete the following steps.
5-34
1. Right-click the parallel activity on the canvas of the Workflow

editor and then click Properties. The Properties form is displayed.
2. In the left pane, click Basic Settings.
3. In the Name field, enter a unique name for the parallel activity.
You can use a parallel activity for two or more processes to execute at the same
time. To configure a parallel activity to a workflow configuration, follow these
steps:
Configure a Parallel Activity
overdue and will be escalated according to the options that you select on in the
Escalation area.

complete this task.
4. If a specific condition should determine which queue a task is

assigned to, do the following
a. From the Conditional work item queue provider list, select
Conditional work item queue provider.
b. From the Queue name list, select Conditional queue.
1. In the left pane of the Properties form, click Assignment. On the

Person tab, click Queue.
2. Click the Queue based tab.
3. If you want to assign the task to a specific queue, do the following:
a. From the Conditional work item queue provider list, select
Workflow work item queue provider.
b. From the Queue name list, select the specific queue you want
the task assigned to.
To assign a task to a user, complete the following steps.

1. In the left pane of the Properties form, click Assignment.
2. On the Person tab, click User.
3. Click the User tab.
FIGURE 5.9 PROPERTIES FORM - USER TAB - TASK ELEMENT
4. The Available users pane includes all Microsoft Dynamics AX

users. Select the users you want this task assigned to, and move those
users into the Selected users pane.
complete this task.
Escalation tab.
5-33
Chapter 5: Workflow
To configure the steps of each branch in the parallel activity, click the Level
down button on the Action Pane or double-click the parallel activity in the
Canvas.
FIGURE 5.10 USER REQUEST WORKFLOW - PARALLEL BRANCH DETAILS

SAMPLE
By default each parallel activity will have two branches. To add additional
branches drag the Branch node from the Workflow elements pane into the
Canvas. To configure one of the parallel branches, double click the node. Or,
you can click the expand button to enlarge the branch. Use the collapse icon to
return to the original view.
To return to the main workflow window, click Level up or click Workflow and
in the workflow breadcrumb bar.
5-35
2. From the Subworkflow list, select an existing workflow.

3. From the Field list, select the field that represents the association to
the document.
4. Indicate if the subworkflow must finish processing before the next
element in the parent workflow is executed.
a. If the subworkflow must finish processing, click Wait for the
subworkflow to complete before continuing.
b. If the subworkflow is not required to finish processing before the
next element in the workflow is executed, click Do not wait for
the subworkflow to complete.
FIGURE 5.11 PROPERTIES FORM - BASIC SETTINGS TAB SUBWORKFLOW ELEMENT
1. In the left pane of the Properties form, click Basic Settings.
Use the following steps to select the workflow that will run when this
subworkflow element is executed.
A subworkflow is a workflow that runs with the context of a parent workflow. To

configure a subworkflow, right-click the subworkflow node on the canvas and
then click Properties. The Properties form is displayed.
Configure a Subworkflow
5-36
Configure Line-Item Workflows
Chapter 5: Workflow
To configure a line-item workflow element, right-click the element in the canvas

and then click Properties. The Properties form is displayed. Use the following
procedure to configure the properties of the line-item workflow element.
NOTE: Not all workflow types have line-item workflows available.
Use the following steps to enter a name for the line-item workflow element.
1. In the left pane of the Properties form, click Basic Settings.
2. In the Name field, enter a unique name for the line-item workflow
element.
3. Specify whether the same workflow should be used to process all
line items
a. If you want the same workflow to process all the line items on a
document, click Invoke a single workflow for all line-items.
Then select the workflow that should be used to process the line
items.
b. If you want a specific workflow to process line items that meet a
certain set of conditions, click Invoke a workflow for each lineitem.
4. To define a set of conditions, do the following:
a. Click Add.
b. Select the condition in the table.
c. On the Condition name tab, enter a name for the set of
conditions you will define.
d. Click Add condition to enter a condition.
6. To verify the set of conditions you entered are configured correctly,
click Test.
7. To specify the workflow should be used to process line items that
meet the set of conditions, do the following:
a. Click the Workflow tab.
b. Select the workflow from the list.
5-37
Manual tasks require user intervention to manually complete a task

or function before the workflow can proceed.
Automated tasks are completed by the system.
Name the task.

Enter a subject line and instructions.
Assign the task.
Specify what should happen when the task is overdue (escalation).
Indicate if the system should automatically act on the task.
Specify when notifications should be sent.
Set a time limit.
Specify which actions are available.
Indicate if users will be able to act on tasks from the work list in
Enterprise Portal.
1. In the left pane or the Properties window for a task, click

Automatic actions.
2. Select the Enable automatic actions check box.
3. Click Add condition, and then enter a condition.
5. To verify the conditions you entered are set correctly, click Test. The
Test workflow condition form is displayed.
6. From the Auto complete action list, select the action the system
should take.
Use the following steps to specify when the system should automatically act on
the task.
For example, suppose you have a task that requires a member of your Expense
Reports Department to review the receipts submitted with an expense report.
According to company policy, this task must be performed when the expense
report is over 100 USD. In this scenario, you would configure the system to
automatically mark the task as Complete when the total amount is less than 100
USD.
You can configure the system to automatically act on the task under certain
conditions.
Automatic Actions
1.
2.
3.
4.
5.
6.
7.
8.
9.
The following steps are used when configuring a task:
Two types of tasks can be added to a workflow configuration:
Configure Tasks
5-38
Chapter 5: Workflow
Procedure: Specify Which Actions will be Available
When a task is assigned to a user, the user must act on the task. Select the actions
you want to be available to the user.
NOTE: The actions available will vary, depending on how the software
developer designed the task.
1.
2.
3.
4.
5.
6.
7.
In the left pane of the Properties window for a task, click Advanced
settings.
Select the Complete check box if you want the user to mark this task
as complete.
Select the Reject check box if you want the user to reject the
document that is submitted.
Select the Request change check box if you want the user to request
changes to the document that was submitted.
Select the Delegate check box if you want the user to assign this task
to another user.
Select the Reassign check box if you want the user to reassign this
task to another user in the work item queue.
Select the Release check box if you want the user to reassign this
task back to the work item queue so that another user can complete
it.
Procedure: Configure Tasks for Enterprise Portal

Users can typically act on tasks from the Work list web part in Enterprise Portal.
However, there can be scenarios where you do not want users to act on tasks
from that web part. For example, if you want to require users to navigate to the
actual documents, so the users can act on the tasks.
NOTE: Use the following steps to indicate whether users can act on tasks from
the Work list web part in the Enterprise Portal.
1. In the left pane of the Properties window for a task, click Advanced
settings.
2. For users to act on tasks from the Work list web part in Enterprise
Portal, select the Enable actions from the work list in Enterprise
Portal.
5-39
FIGURE 5.12 USER REQUEST WORKFLOW WITH ERROR PANE OPEN
1. From the Workflow editor, click the Error panes button in the
Show group of the Action Pane.
To review errors and save a workflow, follow these steps:
Procedure: Review Errors and Save a Workflow
You can also have multiple versions of the same workflow type. However, if
more than one configuration of the same type exists, only one can be the default.
The version created first is set to the default workflow configuration by default
for the selected type.
Each workflow can have multiple versions. The original version is called 1.0.0.0
and the version numbers are updated automatically by the system when saving a
new version. Each time you modify an active version of a workflow, the system
saves the original version. When a new version is activated, the older version is
deactivated. There can only be one active version of each workflow
configuration.
When you save a new version of a workflow for the first time, you are prompted
with two options: if you want to activate the new version, or if you want to save
and close.
Once you have finished making changes in the workflow editor, you will need to
review the errors and save the changes. If any errors exist they must be resolved
before the workflow configuration can be activated.
Completing a Workflow Configuration
5-40
Chapter 5: Workflow
2. Use the information in the Error Pane window to resolve any
issues.
3. Double-click an error message to open the source that is causing the
error.
4. When all errors are resolved click Save and close.
5. On the Save workflow dialog enter a description about the changes
you have made to this version of the workflow and click OK.
6. On the Activate workflow dialog, select one of the following:
a. Select Activate the new version to save the changes and
activate the new version (which will deactivate on an older
version if one exists).
b. Select Keep the previous version activated to save the changes
without activating them. The new version can be activated later.
7. Click OK.
NOTE: You can also click Save and close when errors exist. When you do this,
the Save workflow dialog will appear. Enter any version notes and then click
OK. The Activate workflow dialog will not open. The workflow cannot be
activated until all errors are resolved.
TIP: If you want to disregard any changes in the workflow editor, click Cancel.
5-41
Copy
Delete
Make
active
Modify
View
Button
Create a copy of the selected version of the workflow. You can

then modify the copy, as necessary.
Delete the selected version of the workflow. Deleted versions

cannot be retrieved.
Make the selected version the active version of the workflow.
Open the workflow editor, so that you can modify the selected
version of the workflow.
View the selected version of the workflow in read-only mode.
Description
Use the following buttons to take action on a selected workflow version:
FIGURE 5.13 WORKFLOW VERSIONS FORM
1. Open the module you are working in, and then click Setup >
[Module name] workflows.
2. In the Workflows list page, select the workflow you want to
activate, and click Versions in the Action Pane. The Workflow
version form opens.
Each workflow configuration can have multiple versions. Only one version of a
workflow can be activated at a time. To view or edit workflow versions, follow
these steps:
Procedure: View Workflow Versions
5-42
Import
Button
Import a workflow from a file. For example, this is useful when
moving a workflow configuration from a testing environment
into a production environment. The Export button must be used
to create a file that can be imported into another environment.
Description
Chapter 5: Workflow
Export
Export the selected version of the workflow to a file. For
example, this is useful when preparing to move a workflow
configuration from a one environment into another environment.
Procedure: Activate a Workflow

When you activate a workflow, you make it possible for business users to submit
documents to the workflow. You can have several versions of a workflow, but
only one version can be the active version.
You can activate any valid version of a workflow. To be valid, a workflow must
be free of errors or warnings.
Accounts Payable Workflows
Some organizations require journals be approved by a user other than the person
who entered the journal. Based on journal names, you can require manual
approval, workflow approval, or no approval. If workflow approval is set up for a
journal, additional controls are displayed at the top of the Journal form. These
include a yellow information bar and a Submit button or an Actions menu.
Some buttons in the Journal and Journal voucher forms are not available when a
journal is submitted for workflow journal approval. When the journal is
approved, the options in the Post menu are available, and the other controls and
fields in the form are not. If a user edits an approved journal, the workflow status
is reset, the options in the Post menu are not available, and the other controls and
fields are available. When the changes are made, the journal must be resubmitted
for approval.
Process payments: Only the payment processing options are

available.
View the journal: This allows you to review the journal without
making changes.
Edit the journal: When changes are complete, you must resubmit
the journal for approval.
The following options are available for payment journals that have a workflow
status of Approved:
Draw promissory note journal
Payment journal
Invoice journal
Invoice approval journal
Invoice register
Journal menu item
Vendor bank remittance
Vendor redraw promissory note
Vendor draw promissory note
Vendor disbursement
Vendor invoice recording
Approval
Invoice register
Journal type
You can use workflow approvals for the following journals and journal types in
Accounts payable.
Redraw promissory note journal
Vendor settle promissory note
1. Open the module you are working in, and then click Setup >
[Module name] workflows.
2. In the Workflows list page, select the workflow you want to
activate, and click Versions in the action pane. The Workflow
version form opens.
3. Select the version of the workflow you want to activate, and then
click Make active. A checkmark will appear in the Active column
next to the activated workflow. After you activate a workflow
version, it remains active until you delete it or activate another
version of the workflow.
Remittance journal
Workflow Types
Microsoft Dynamics AX 2012 provides approximately 60 workflow types out-ofthe-box. Each workflow type is designed for a specific type of transaction.
Settle promissory note journal
5-44
Each module that supports workflow has its own workflow form located in the
Setup folder of that module. ([Module] > Setup > [Module] workflows). There
are a few exceptions to this rule: In the System administration module, the
workflows are located in System administration > Setup > Workflow > User
workflows. In addition, the workflows in the Organization administration
module are located in Organization administration > Setup > Workflow >
Organization workflows.
The following topics provide a high level overview of each workflow type
organized by module.
5-43
Vendor Invoice Workflow
Chapter 5: Workflow
If workflow approval is set up for a vendor invoice, additional controls are

displayed at the top of the Vendor invoice form. These include a yellow
information bar and a Submit button or an Actions menu. After the workflow
approval process starts, users cannot post the invoice until it is approved.
Vendor invoice register

journal workflow
Type
Create approval workflows for invoice approval

journals.
Create approval workflows for invoice register

journals.
Use this type to:
The following workflow types are available for Accounts payable. You must
create at least one workflow configuration for each type you want to use
workflow approvals for.
Vendor invoice approval

journal workflow
Create approval workflows for invoice recording

journals.
Purchase agreement
approval
Vendor invoice journal

workflow
Create approval workflows for vendor

disbursement journals.
Create approval workflows for purchase

agreements.
NOTE: This control is available only if the
Public Sector configuration key is selected.
Vendor disbursement
journal workflow
Create approval workflows for vendor draw

promissory note journals.
Vendor invoice
Vendor draw promissory

note journal workflow
Create approval workflows for vendor redraw

Create workflows for vendor invoice lines.
Vendor redraw
promissory note journal
workflow
Create approval workflows for vendor bank

remittance journals.
Create workflows for vendor invoice headers.

This workflow contains elements for automated
tasks including evaluating policy rules for
invoices, and for posting vendor invoices. In
addition, this workflow type contains a line-item
workflow for vendor invoice lines. There are
also two tasks available in this workflow type for
reviewing the vendor invoice and reviewing the
invoice matching.
Vendor bank remittance

journal workflow
Create approval workflows for vendor settle

Vendor invoice lines
Vendor settle
promissory note journal
workflow
5-45
Minimum voucher credit

amount
Maximum voucher debit

amount
Maximum voucher credit

amount
Journal debit total
Journal credit total
Calculated Field
The lowest debit voucher amount in the

journal.
The lowest credit voucher amount in the

journal.
The highest debit voucher amount in the

journal.
The highest credit voucher amount in the

journal.
The total debit amount for the whole journal.
The total credit amount for the whole journal.
Description
Based on journal names, you can require manual approval, workflow approval, or
no approval. If workflow approval is set up for an accounts receivable journal,
additional controls are displayed at the top of the Journal form. If a user edits an
approved journal, the workflow status is reset, the options for the Post button are
not available, and the other controls and fields are available. When the changes
are made, the journal must be resubmitted for approval.
Journal Workflows
Some organizations require that journals or free text invoices be approved by a

user other than the person who entered the journal or invoice. To set up an
approval process, you can create a workflow.
Accounts Receivable Workflow
Minimum voucher debit

amount
The following calculated fields and expressions are used with Accounts payable
workflow journal approvals. For each configuration, you can set up conditions
that include these calculated fields and expressions.
1. Open Accounts payable > Setup > Accounts payable workflows.

2. On the Action Pane, click New.
3. Select the type of workflow you want to create, and then click
Create workflow. The workflow editor is displayed. Design the
workflow by dragging workflow elements onto the canvas.
4. Set up configuration options for the type and close the form.
5. Repeat steps 2 through 4 for the remaining Accounts payable
workflow configurations.
6. Set up journal approvals for specific journals using the Journal
names form.
To create Accounts payable workflows, follow these steps:
5-46
Chapter 5: Workflow
Process payments: Only the payment processing options are

available.
View the journal: This allows you to review the journal without
making changes.
Edit the journal: When changes are complete, you must resubmit
the journal for approval.
The following options are available for payment journals that have a workflow
status of Approved:
Remittance journal
Redraw bill of exchange journal
Protest bill of exchange journal
Draw bill of exchange journal
Payment journal
Journal menu item
Customer bill of exchange
Customer bank remittance
Customer redraw bill of exchange
Customer protest bill of exchange
Customer draw bill of exchange
Customer payment
Journal type
Accounts receivable.
Settle bill of exchange
Free Text Invoice Workflow

You can set up a workflow for free text invoices to require that free text invoices
be submitted for approval. You can require that all free text invoices be
submitted, or only those that meet specified conditions.
NOTE: If you do not want any free text invoices to be submitted for review, do
not set up a workflow for free text invoices.
Even if your organization submits free text invoices for review, you can create
conditional statements in the workflow so that some invoices are automatically
approved in certain situations. For example, you can specify a condition where, if
the invoice total is less than 500 USD, the invoice can be approved without user
intervention. Also, the workflow that you set up determines which users, if any,
must approve the invoice, and when to route the invoice through the workflow
process.
The configuration of the workflow varies from organization to organization, as
do business processes. Therefore, you must configure the workflows to match the
business processes for free text invoices in your organization.
5-47
Customer free text

invoice workflow
Customer settle bill of

exchange workflow
Customer bank
remittance workflow
Customer redraw bill

of exchange workflow
Customer protest bill

of exchange workflow
Customer draw bill of

exchange workflow
Customer payment
workflow
Type
Create approval workflows for recurring customer

invoices. This workflow contains a task for
reviewing recurring invoices.
Create approval workflows for free text invoices.

This workflow contains a task for reviewing free
text invoices.
Create approval workflows for customer settle bill

of exchange journals.
Create approval workflows for customer bank

remittance journals.
Create approval workflows for customer redraw bill

Create approval workflows for customer protest bill

Create approval workflows for customer draw bill

Create approval workflows for customer payment

journals.
Use this type to:
1. Open Accounts receivable > Setup > Accounts receivable

workflows.
4. Configure each element of the workflow.
5. Repeat steps 2 through 4 to create additional workflows for Accounts
receivable.
6. If you are setting up journal workflows, set up journal approvals for
specific journals using the Journal names form.
To create Accounts receivable workflows, follow these steps:
Customer recurring
invoice workflow
The following table lists the types of workflows that you can create in Accounts
receivable.
5-48
Chapter 5: Workflow
The following calculated fields and expressions are used with Accounts
receivable workflow journal approvals. For each configuration, you can set up
conditions that include these calculated fields and expressions.
Maximum voucher
debit amount
Maximum voucher
credit amount
Journal debit total
Invoice total
The lowest credit voucher amount in the journal.

This calculated field is not available on the free text
invoice related workflow types.
The highest debit voucher amount in the journal.

The highest credit voucher amount in the journal.

The total credit amount for the whole journal. This

calculated field is not available on the free text
The total credit amount for the whole journal. This

The total of all of the line amounts in the Free text

invoice form. This calculated field is only available
on the Customer free text invoice workflow and
Customer recurring invoice workflow.
Description
Minimum voucher
credit amount
The lowest debit voucher amount in the journal. This

Calculated field
Minimum voucher
debit amount
General Ledger Workflow

Some organizations require that journals be approved by a user other than the
person who entered the journal. Based on journal names, you can require manual
approval, workflow approval, or no approval. If workflow approval is set up for a
journal, additional controls are displayed at the top of the Journal form.
Some buttons in the Journal and Journal voucher forms are not available when
a journal is submitted for workflow journal approval. When the journal is
approved, the options in the Post menu are available, and the other controls and
fields in the form are not. If a user edits an approved journal, the workflow status
is reset, the options in the Post menu are not available, and the other controls and
fields are available. When the changes are made, the journal must be resubmitted
for approval.
5-49
Journal menu item
Journal type
Fixed asset budget
Post fixed assets
Allocation
Daily
Fixed asset budget
General journal
Allocation
Elimination
Ledger allocations journal

workflow
Ledger fixed assets budget

journal workflow
Ledger post fixed assets journal

workflow
Ledger daily journal workflow
Type
Create approval workflows for

elimination journals.
Create approval workflows for

allocation journals.
Create approval workflows for fixed

asset budget journals.
Create approval workflows for fixed

asset journals.
Create approval workflows for daily

journals.
Use this type to:
1. Open General ledger > Setup > General ledger workflows.

5. Repeat steps 2 through 4 to create additional workflows for General
ledger.
6. If you are setting up journal workflows, set up journal approvals for
specific journals using the Journal names form.
To create General ledger and Fixed asset workflows, follow these steps:
Ledger eliminations journal

workflow
The following workflow types are available for General ledger and Fixed assets.
Each type corresponds to a journal type. You must create at least one workflow
configuration for each journal type that you want to use workflow approvals for.
Elimination
Fixed assets
General ledger and Fixed assets.
5-50
Chapter 5: Workflow
The following calculated fields and expressions are used with General ledger and
Fixed asset workflow journal approvals. For each configuration, you can set up
conditions that include these calculated fields and expressions.
The total debit amount for the whole journal.
The following workflow types are available for Budgeting. After you assign a
workflow to a budget code, all budget register entries using that budget code are
submitted to workflow.
Budget register
entry workflow
Create approval workflows for budget account entries.

This workflow contains a task for reviewing the budget
register entry.
Use this type to:
Type
Journal debit total

The highest credit voucher amount in the
journal.
Create approval workflows for budget register entries.

This workflow type contains a line-item workflow
element for the budget account entry workflow.
Additionally, this workflow contains a task for
reviewing the budget register entry.
The total credit amount for the whole journal.
Maximum voucher credit

amount
The highest debit voucher amount in the
journal.
Commitments
approval
Description
Maximum voucher debit

amount
The lowest credit voucher amount in the
journal.
Calculated Field
Minimum voucher credit

amount
The lowest debit voucher amount in the
journal.
1. Open Budgeting > Setup > Budgeting workflows.

5. Repeat steps 2 through 4 to create additional workflows for
Budgeting.
To create Budgeting workflows, follow these steps:
Create approval workflows for commitments

If you use the purchase order year-end process and
create or update budget reservations in commitment
documents, you must also create a workflow to
automatically approve commitment documents. This is
important because the year-end process will stop if
workflow approvals are needed
CAUTION: This control is available only to legal
entities whose primary address is in France, and only if
the Public Sector configuration key is selected.
5-52
Budget account
entry workflow
Minimum voucher debit

amount
Budgeting Workflow
Some organizations require that budget register entries and budget account
entries be approved by a user other than the person who entered them. You can
require manual approval, workflow approval, or no approval. If you use budget
control, you can set up workflows so that a budget manager approves the entries.
You can also set up budget transfer rules to work with Budgeting workflows. For
example, you could set up a budget transfer rule to allow only budget transfers
within departments. After the budget transfer rule is defined, you could create a
workflow to route a budget transfer to a specific user to approve for budget
transfers between departments.
If workflow approval is set up, additional controls are displayed at the top of the
Budget register entry form. These include a yellow information bar and a
Submit button or an Actions menu.
5-51
Travel and Expense Workflow
Chapter 5: Workflow
You can use the workflow system within Microsoft Dynamics AX to set up an
expense report approval and notifications workflow in the Expense management
module. Workflow approvals can be created for expense report submission,
approval, and return. The following process is an example of an expense
management workflow process for an expense report.
1. Create and save an expense report document.
2. Submit the expense report for approval.
a. An approver is found through the defined workflow rules.
b. Approver receives notification of expense report ready for
approval.
c. Approver verifies that no policies are violated or verifies
business justification for any policy violations or exceptions.
d. Approver verifies electronic receipts.
3. Approve expense report.
a. Status of expense report is changed.
b. Expense report is assigned to the Accounts payable coordinator
for posting.
4. Post the expense report.
a. If automatic posting is configured, then the process moves to the
next to last step in this section. If automatic posting is not
configured, the next three processes will need to be completed.
Verify all original receipts are submitted.
Match receipts to the expense report.
Verify tax codes entered on the expense report are correct.
Process the expense report for payment.
Status of expense report is changed.
b.
c.
d.
e.
f.
5. Authorize payment for the expense report.

a. Status of expense report is changed.
5-53
Travel
requisition
Expense line
item
Expense line
item auto
posting
Expense report
Expense report
auto posting
Dispute
management
Cash advance
request
Type
Create a configuration for Value Added Tax (VAT)

tax recovery workflows.
Create a configuration for travel requisitions.
Create a configuration for expense line item

workflows.
Create a configuration for expense line item auto

posting. This workflow type contains an automated
task for posting expense report lines.
Create a configuration for export report workflows.

This workflow type contains a line-item workflow for
expense line items. In addition, there is a task for
adding the workflow to a queue.
Create a configuration for expense report auto

posting. This workflow type contains an automated
task for posting expense reports.
Create a configuration for dispute managements. This

workflow type contains tasks for accepting or
rejecting a dispute and another for changing the status
of a dispute to a provider acknowledged.
Create a configuration for cash advance requests.
Use this type to:
1. Open Travel and expense > Setup > Travel and expense
workflows.
5. Repeat steps 2 through 4 to create additional workflows for Travel
and expense.
To create Travel and expense workflows, follow these steps:
VAT tax
recovery
The following workflow types are available for Travel and expense. You must
5-54
Vendor category
application
workflow
Purchase order
workflow
Purchase
requisition
review
Purchase
requisition line
review
Purchase order
line workflow
Unconfirmed
product receipt
rejection
notification
workflow
Type
Create approval workflows for vendor category

justification requests.
Create approval workflows for vendor category

application requests. This workflow type contains a task
that is used to review the category application request.
Create review and approval workflows for purchase

orders. This workflow type contains two approvals: one
that allows the approver to edit the purchase order and
one which does not. In addition, there are two tasks
available in the workflow type: one that allows the
assigned user to review and edit the purchase order , and
another that does not. There is also a line-item workflow
for purchase order lines.
Create review workflows for purchase requisitions. This

workflow type contains a task that is used to review the
purchase requisition. In addition, it contains a line-item
workflow for purchase requisition lines.
Create review workflows for purchase requisition lines.

This workflow type contains a task which is used to
review the purchase requisition line.
Create notification workflows for rejected unconfirmed

product receipts. This workflow type contains two
approvals: one that allows the approver to edit the
purchase order line and one which does not. In addition,
there are two tasks available in the workflow type: one
that allows the assigned user to review and edit the
purchase order line, and another that does not.
Create notification workflows for rejected unconfirmed

product receipts. This workflow type contains a task that
is used to send a notification that an unconfirmed product
receipt line-item has been rejected.
Use this type to:
Procurement and Sourcing Workflow
Vendor category
justification
workflow
Create approval workflows for vendor add application

requests. This workflow type contains a task which is
used to review the category application request.
Chapter 5: Workflow
When you use purchase requisitions, you must create a workflow for the header
and/or line level that purchase requisitions will flow through. You can create an
approval workflow process or other task related flows by using the workflow
editor.
Vendor add
application
workflow
Create approval workflows for vendor add justification

requests.
Invoice received
notification
workflow
Delivery due
date notification
workflow
Catalog import
approval
Catalog import
product
approval
Type
Create invoice received notification workflows for

unconfirmed product receipts. This workflow type
contains a task which is used to send a notification that
an invoice has been registered for an unconfirmed
product receipt line-item.
Create delivery due date notification workflows for

unconfirmed product receipts. This workflow type
contains a task that is used to send a notification that an
unconfirmed product line-item is about to be due.
Create a header-level workflow that processes the catalog

maintenance request file, that is submitted by the vendor,
including all the products contained in the file. This
workflow type contains a line-item workflow for vendor
catalog items.
Create a line-level workflow that processes all the

products, that are contained in the catalog maintenance
request file and are submitted by the vendor in parallel;
completion of the individual line-level workflows
completes the overall catalog import workflow.
Use this type to:
The following workflow types are available for Procurement and sourcing. You
must create at least one workflow configuration for each type you want to use
NOTE: To use certain features of Microsoft Dynamics AX, certain workflow

types require an active configuration to use that feature.
There are several other workflows available in the Procurement and sourcing
module to help you manage catalog, and vendor requests that are generated from
the Enterprise Portal on the Vendor Portal and the Employee Services pages.
When you use change management for purchase orders, you must also create a
workflow for the header and/or line purchase orders will flow through. You can
optionally create purchase order workflows when change management is not
enabled.
Vendor add
justification
workflow
Create approval workflows for the vendor status change

request process.
Create notifications workflows for failed product

receipts. This workflow type contains a task which is
used to send a notification that a product receipt posting
has failed.
5-56
Vendor status
workflow
Product receipt
failed
notification
workflow
5-55
Chapter 5: Workflow
To create Procurement and sourcing workflows, follow these steps:
1. Open Procurement and sourcing > Setup > Procurement and
sourcing workflows.
Procurement and sourcing.
Use this type to:
To create Project management and accounting workflows, follow these steps:
1. Open Project management and accounting > Setup > Project

management and accounting workflows.
5. Repeat steps 2 through 4 to create additional workflows for Project
management and accounting.
Use this type to:
1. Open System administration > Setup > Workflows > User

workflows.
5. Repeat steps 2 through 4 to create additional workflows for System
administration.
To create user workflows, follow these steps:
Type
User Workflow
Create approval workflows for an original budget.
Create user provisioning workflows for user

requests generated from the Enterprise Portal.
Project Management and Accounting Workflow
Type
User request
workflow
If your organization uses the Enterprise Portal for Vendor Self-service or

Customer Self-service, you can require that new users on the portal be approved
before the account is activated or deactivated. The User workflows are required if
the user request feature is being used on the Enterprise Portal.
Review original
budget
Create approval workflows for a revised budget.
Create user inactivation workflows for a user to

inactivate requests generated from the Enterprise
Portal.
When you use project budgeting, you can specify that any project budgets and
revisions made to the original budgets must be approved by someone other than
the person submitting them. You can create an approval workflow process by
using the workflow editor.
Review budget
revision
Create review and approval workflows for a

timesheet. This workflow type contains a line-item
workflow for timesheet lines.
Inactivate user
request workflow
The following workflow types are available for System administration. You must
5-58
The workflow actions available in the Project budget and Project budget
revision forms change to reflect the status of the workflow.
NOTE: When revisions are made to an approved budget, the workflow status is
reset and the changes must be resubmitted for approval.
Review timesheets
Create review workflows for timesheet lines.
The following workflow types are available for Project management and
accounting. You must create at least one workflow configuration for each type
you want to use workflow approvals for.
Review timesheet
lines
5-57
Procedure: Specify the Workflow Execution Account
Chapter 5: Workflow
Organization Workflow
Type
Create a workflow for cases. This workflow type
contains a task for completing cases.
Use this type to
Specify the template to be used for workflow. (Optional)
Create email templates for notifications.
Run the Workflow infrastructure configuration wizard.
Specify the workflow execution account.
4. Click OK.
2. Open the Workflow execution account area of the form.

3. Specify the domain account that should act as the workflow
execution account. You can specify the domain account in one of
two ways:
a. Enter the accounts domain and user name (alias).
b. Select a Microsoft Dynamics AX user.
FIGURE 5.14 SYSTEM SERVICE ACCOUNTS FORM
1. Open System administration > Setup > System > System service
accounts.
When you have finished installing the AOS and prior to using workflow, you
must specify the workflow execution account. The workflow execution account
is used for running application business logic and accessing Microsoft Dynamics
AX data. To select a domain account to serve as the workflow execution account,
follow these steps:
Case management
workflow
Create a workflow for attaching documents. This
workflow type contains a task for reviewing
document handling fields.
5-60
If your organization uses case management, you can require a case be reviewed
or approved. If your organization uses document handling, you can require that
document attachments be reviewed, routed, or approved. Also, if your
organization uses signing limits, you can require that someone approves the
changes or additions to signing limits before they are activated.
Document handling
Create a workflow for approving signing limit

requests.
The following workflow types are available for Organization administration. You
must create at least one workflow configuration for each type you want to use
Signing limits
workflow
1. Open Organization administration > Setup > Organization

administration workflows.
Organization administration.
To create Organization administration workflows, follow these steps:
Administration
Set up work item queue groups, work item queues, and work item
queue assignments. (Optional)
Several tasks and set up procedures must be completed before workflow is fully
functional in the system. A list of tasks that must be set up before the workflow
system can be used follows. Some steps are optional and are noted as such.
5-59
Chapter 5: Workflow
Procedure: Run the Workflow Infrastructure Configuration
Wizard
Run the Workflow infrastructure configuration wizard to specify how often
workflow batch jobs should run. If the batch jobs are not set up, notifications will
not be sent. To run the Workflow infrastructure configuration wizard, follow
these steps:
1.
2.
3.
4.
Open System administration > Setup > Workflow > Workflow

infrastructure configuration.
On the Welcome to the Workflow infrastructure configuration
wizard page, click Next.
On the Configure the workflow message processing batch job
page, select a batch group. Click Next.
On the Configure the workflow due date processing batch job
page, specify how often workflow due dates should be calculated by
doing the following:
a. Select a batch group.
b. Enter a number of hours to indicate how often the batch job
should run.
c. Click Next.
5-61
You must specify an email ID for any functions related to what you want to send
with your email messages. You can use the email ID to create templates in
different languages, so that the email messages sent from Microsoft Dynamics
AX are based on a unique email ID. Then, if this email ID contains templates in
different languages, email messages can be sent out to users in their native
language. The language that is set up for a user in the Language field in the
Options form determines what template is applied when an email message is sent
to that user.
Email templates can be created in HyperText Markup Language (HTML) or

Extensible Markup Language (XSLT) format.
You can use templates to create the layout of messages that are sent by email.
Email messages can be generated from notifications that are configured on a
workflow. The email template provides predefined content for the message, and
the data of the message is provided through the function (workflow notification
set up) that uses the email template.
About Email Templates
6. On the Completing the workflow infrastructure configuration

wizard page, click Finish to close the wizard.
FIGURE 5.15 WORKFLOW
a. Select a batch group.

b. Enter a number of minutes to indicate how often the batch job
should run.
c. Click Next.
5. On the Configure the line-item workflow notifications batch job

page, specify how often line-item notifications should be processed
by doing the following:
5-62
Chapter 5: Workflow
NOTE: The default language code for the email ID determines what template to
use if the user has set a language that differs from the language of any available
template.
Procedure: Create an Email Template

To create an email template, follow these steps:
1. Open Organization administration > Setup > E-mail templates.
2. Press CTRL+N to create a new e-mail ID. A new line is created in
the upper pane of the form.
3. Enter the E-mail ID, E-mail description, Default language code,
Sender name, and Sender e-mail.
FIGURE 5.16 E-MAIL TEMPLATES FORM
5-63
a.
b.
c.
d.
You can use one email template for all workflow notifications, or you can use a
different email template for each workflow that you create. For example, if you
have a purchase requisition workflow, you may want to use an email template
that was written specifically for purchase requisitions.
Procedure: Assign the Workflow Email Template
CAUTION: A set of merge-data elements can be added in the e-mail template.

The merge-data element can be merged into the body text and the subject line of
the e-mail template. If, for example, you add the %subject% data element, the
actual value of %subject% is merged into the e-mail message when it is sent. For
more information, refer to the Merge Data Overview topic in the help.
CAUTION: The default language code on the e-mail ID determines what

template is applied when the user has set a language for which there are no
templates available.
The e-mail ID is automatically entered in the E-mail ID field

based on the ID you created.
In the Language field, select the language code.
In the Layout field, select either XSLT or HTML, depending on
how you want your e-mail message to display.
Click Template to open an editor. Depending on your selection
in the Layout field, the XSLT editor form or the E-mail editor
form is opened.
4. Click in the lower pane. Create more lines in the lower pane of the
E-mail templates form to create templates in different languages.
For each template version, enter the following information:
5-64
Specify the default email template
Chapter 5: Workflow
Complete the following procedure to specify the default email template that will
be used to generate workflow notifications that do not have an associated email
template. For example, if you did not select an email template when you created
the purchase requisition workflow, the default email template will be used.
1. Open Organization administration > Setup > Workflow >
Workflow parameters.
FIGURE 5.17 WORKFLOW PARAMETERS FORM
2. Select an email template from the list.

3. Click Close to save your changes.
To create a queue group, complete the following procedure.
1. Open Organization administration > Setup > Workflow > Work

item queue groups.
FIGURE 5.18 WORK ITEM QUEUE GROUP
2. Click New.
3. In the Name field, enter a name for the queue group.
4. In the Description field, enter a description to help you identify the
queue group.
Procedure: Add or Remove Queues to a Work Item Queue

Group
Specify an email template for each workflow

You can use a different email template for each workflow you create. For
example, if you have a purchase requisition workflow, you can use an email
template that is written specifically for purchase requisitions.
1.
2.
3.
4.
Open Organization administration > Setup > Workflow > Work

item queue groups.
Select the group you want to add queues to, or remove queues from.
To add a queue to the group, select the queue in the Available work
item queues list and then click the arrow to move it into the
Selected work item queues list.
To remove a queue from the group, select the queue in the Selected
work item queues list and then click the arrow to move it into the
Available work item queues list.
To add or remove a queue from the group, complete the following procedure.
5-66
Procedure: Create a Work Item Queue Groups

A work item queue group is a collection of queues containing documents that are
part of the workflow system. For example, if you have an expense report queue
for each organization, you can add all of the queues to one group, so that you can
easily manage them.
5-65
Chapter 5: Workflow
Procedure: Create a Work Item Queue
When you create a queue, you will automatically be assigned as an administrator
of the queue. Queue administrators can change the status of the queue, assign or
unassign users from the queue, specify the conditions under which this queue is
used, and reassign documents in the queue to other users.
To create a queue, complete the following procedure.
item queues.
FIGURE 5.19 WORK ITEM QUEUES FORM
2.
3.
4.
5.
6.
Click New.
In the Name field, enter a name for the queue.
In the Description field, enter a description to help you identify the
queue.
In the Document field, select the type of document that will be sent
to this queue for processing.
In the Status field, select one of the following options:
a. Active: Documents can be sent to the queue for processing.
b. On hold: Documents cannot be sent to the queue for processing.
Use this status when you want to process all of the documents in
the queue before setting the queue's status to Inactive.
c. Inactive: Documents cannot be sent to the queue for processing.
Procedure: Add or Remove Users to a Queue

A queue must have users assigned to it. Those users will be responsible for
monitoring the queue and processing the documents in it. Before assigning users
to the queue, verify that those users have permission to process the documents in
the queue. For example, if the queue contains purchase requisitions, make sure
the users you assign to the queue have permission to view and modify purchase
requisitions.
5-67

item queues.
2. Select the queue you want to change the status of.
To change the status of a queue, complete the following procedure.
Procedure: Change the Status of a Queue
4. To unassign a user from the queue, select the row for that user. Then
do the following:
a. Click Remove.
b. Confirm that you want to unassign the user from the queue.
a. In the User field, select the user name of the Microsoft

Dynamics AX user you want to assign to the queue.
b. Select the Administrator check box if you want this user to be
an administrator of the queue. A queue must have at least one
administrator.
FIGURE 5.20 WORK ITEM QUEUES FORM - USERS TAB

item queues.
2. Select the queue you want to assign or unassign users from.
3. Click the Users tab. To assign a user to the queue, click Add. Then
do the following:
To assign or unassign users from a queue, complete the following procedure.
5-68
Chapter 5: Workflow
3. Expand the General tab.
4. In the Status field, select one of the following options:
a. Active: Documents can be sent to the queue for processing.
b. On hold: Documents cannot be sent to the queue for processing.
Use this status when you want to process all of the documents in
the queue before setting the queue's status to Inactive.
c. Inactive: Documents cannot be sent to the queue for processing.
Specify the Conditions Required to Use a Queue

You can enter conditions to specify when documents should be sent to a
particular queue. These conditions are called assignment rules. You can create
several assignment rules and specify the order in which the rules are evaluated.
Example of how assignment rules are used
Total amount
> 10,000
USD.
Adventure Works Low

Cost Queue
Contoso Low Cost Queue
Adventure Works High

Cost Queue
Contoso High Cost Queue
Queue that purchase

requisitions will be sent
to
You can use the following assignment rules for purchase requisition queues.
Vendor =
Contoso, Ltd.
Conditions the
rule applies to
Total amount
> 10,000
USD.
Assignmen
t rule
Vendor =
Adventure
Works
Evaluation
order
Vendor =
Contoso, Ltd.
Rule A
Rule C
Rule B
Rule D
Vendor =
Adventure
Works
Rule A is evaluated. The purchase requisition does not meet the

conditions of the rule.
To better understand how these assignment rules are used, assume an employee
has submitted a purchase requisition totaling 15,000 USD for Adventure Works.
In this scenario:
Rule B is evaluated. The purchase requisition meets the conditions of

the rule; so, the purchase requisition is sent to the queue named
Adventure Works High Cost Queue.
5-69
3. Select a type of document from the Document list. This indicates the
rule you are about to create will apply to a queue that is configured
for the selected type of document.
4. Click New to create a new assignment rule.
FIGURE 5.21 WORK ITEM QUEUE ASSIGNMENT RULES FORM

item queues.
2. Click Work item queue assignment rules. The Work item queue
assignment rules form is displayed.
Complete the following procedure to create an assignment rule.
Procedure: Create an Assignment Rule
1. Rule A is evaluated. The purchase requisition does not meet the

2. Rule B is evaluated. The purchase requisition does not meet the
3. Rule C is evaluated. The purchase requisition meets the conditions of
the rule; so, the purchase requisition is sent to the queue named
Contoso Low Cost Queue.
Now suppose an employee submitted a purchase requisition totaling 100 USD for
Contoso, Ltd. In this scenario:
5-70
Chapter 5: Workflow
5. In the Create a new work item assignment rule form that appears,
do the following:
a. In the Name field, enter a name for the assignment rule.
b. In the Description field, enter a brief description to help you
identify the rule.
c. In the Queue name field, select a queue. Documents that meet
the specified conditions of the rule will be sent to this queue.
d. Click Create rule to create the rule.
6. To specify the conditions under which this rule applies, do the
following:
a. Select the rule in the left pane of the form.
b. Expand the Conditions tab, and click Add condition.
c. Enter a condition.
d. Enter additional conditions, if necessary.
7. To specify when this rule is evaluated, select the Move up or Move
down buttons.
5-71
Open the Work item queue form and verify the purchase requisition
is waiting for review.
Select item number 1003, and then save and submit the purchase
requisition.
Use the business justification reason General.
Create a new purchase requisition under

Procurement and sourcing > Common > Purchase requisitions >
All purchase requisitions.
Modify the Assign-to property to use the work item queue created in
step 1.
Select the Automatic purchase requisition approval workflow.
Create a new work item queue of type Requisition.
Need a Little Help?
Use the information that is provided to create a work item queue and modify the
Automatic purchase requisition approval workflow to use the new work item
queue. When you are finished, create and submit a purchase requisition and
verify that the purchase requisition appears in the new work item queue.
Challenge Yourself!
Alicia and Lisa are valid Microsoft Dynamics AX users who are authorized to
take workflow actions on requisitions and can view, and update requisitions.
Inga has privileges to create, update queues and to take workflow actions on
requisitions and also to view, update and create requisitions in user-defined legal
entities.
Inga, the Purchasing Manager, wants to set up a work item queue that will
contain tasks for non-catalog requisitions submitted. Ingas team is responsible
for realizing better cost savings and enforces compliance with corporate quality
standards.
Scenario
This lab demonstrates how to create a work item queue, open the workflow
editor, and how to modify a workflow to use the work item queue.
Lab 5.2 - Create a Work Item Queue
5-72
Chapter 5: Workflow
Step by Step: Create a Work Item Queue
To create a work item queue, follow these steps.
1. Select Organizational administration > Setup > Workflow >
Work item queues to open the Work item queue set up form.
2. Click New and enter Requisition review queue into the Name field.
3. Select Purchase requisition as the Document type.
4. Expand the User Fast Tab.
5. Click the Add button to add more users to the Requisition review
queue.
6. Set the status of the queue to Active.
7. Close the Work item queue form.
8. Open Procurement and sourcing > Setup > Procurement and
sourcing workflows.
9. Select the Automatic purchase requisition approval workflow.
10. Click Edit to update the workflow.
11. Right-click the Purchase requisition review 1 task and select
Properties.
12. Click Assignment on the left pane and select Queue as the
Assignment type for this workflow.
13. Click the Queue based tab and select Work item queues in the
Queue type field.
14. Select Requisition review queue as the Queue name.
NOTE: In the Hyper-V image click Automatic actions, then deselect Enable
automatic actions.
15. Click Close to close the Properties window.
16. Click Save and close to close the workflow editor.
17. Enter a Version note such as "Changed to use a queue" and click
OK.
18. On the Activate workflow dialog, select Activate the new version
and then click OK.
19. Click Set as default.
Step by Step: Test the Work Item Queue

To test the work item queue by creating a new purchase requisition, follow these
steps.
1. Open Procurement and sourcing > Common > Purchase
requisitions >All purchase requisitions.
2. Click Purchase requisition in the New group on the Action Pane.
5-73
9. Open the Work item queue form for purchasing by clicking the
Procurement and sourcing > Common > Purchase requisitions >
Purchase requisitions assigned to my queues menu item.
10. Review the Work item queue.
NOTE: The workflow batch jobs run periodically so it may take a minute or two
before the purchase requisition is available in the Purchase requisition assigned
to my queues menu item.
NOTE: The workflow batch jobs must be running for workflows to move between
job steps. Run the Workflow infrastructure configuration form to setup these
jobs. System administration > Setup > Workflow > Workflow infrastructure
configuration
3. Enter a description in the Name field such as "Testing Work Item

Queue", and then click OK.
4. On the Purchase requisition header FastTab, select General
Supplies in the Reason field.
5. Click Add line in the Purchase requisition lines FastTab.
6. Select 1003 from the Item number drop-down list.
7. Click the Details field on the Purchase requisition header FastTab,
and then click Submit.
8. Enter a brief comment such as "Testing the Work Item Queue", and
then click Submit and Close.
5-74
Inquiries and Reports
Chapter 5: Workflow
Microsoft Dynamics AX 2012 provides two ways to review the status of

workflows. Managers can use Performance analysis reports to access how long
workflow steps are taking, or the View workflow history form that provides a
view of the status of individual workflows.
Performance Analysis Reports
View Workflow History
Workflow Participants Performance Report: Provides participant

specific performance numbers for a selected workflow.
Workflow Instance by status: Provides information on workflow

instances by status.
Workflow Elements Performance Report: Provides a breakdown

of performance numbers by workflow element for a particular
workflow.
Workflow Elements Automation Report: Provides a breakdown of

manually versus automatically completed elements for a particular
element.
Workflow Automation Report: Provides a breakdown of manually

versus automatically completed elements.
Scenario View Workflow History
FIGURE 5.22 WORKFLOW HISTORY FORM
You can view workflow history and the status of an active or completed
workflow and its elements that includes data about new workflow features. These
features include: advanced flow-controls, automated tasks, line item approvals,
and work item queues. You can view this data in the Microsoft Dynamics AX
client or the Enterprise Portal for Microsoft Dynamics AX.
Workflow Performance Report: Provides overall performance

numbers for workflow instances.
Microsoft Dynamics AX 2012 includes a new workflow online analytical

processing (OLAP) cube. Performance analysis reports use this cube as a data
source. You can use these reports to determine whether a workflow is adding
efficiency to your business processes, and to provide a means of comparing an
automated workflow to the manual processes it replaced. The new performance
reports focus on how much work is done using the workflow and how much time
is spent to perform the business tasks that make up the workflow. Using these
reports can help you modify your workflows and optimize their performance.
These reports include the following:
After Alicia speaks with Annie's manager, she learns that Annie is no longer with
the company and April, the Accounts Payable Coordinator, is temporarily taking
over Annie's tasks. So, Alicia uses the Reassign button on the View workflow
history form to assign the workflow to April.
Alicia, the Purchasing Agent, would like to research the status of an important
Purchase Requisition that has not been moving through the workflow process.
She opens the View workflow history form and filters for the purchase
requisition ID. She notices that the workflow has been assigned to Annie, the
Bookkeeper, for several weeks without any action.
Workflow Tracking Report: Generates a report on workflows that

have been initiated.
5-76
Scenario: Performance Analysis Reports

Sara, the CFO, wants to know where the Purchase Requisition workflow is
slow. She has received complaints that the approval process can take weeks, and
she would like to investigate removing bottlenecks in the process. Sara uses the
Workflow elements performance report to view the amount of time each type of
element is taking. Then she uses the Workflow participants performance report to
view the amount of time specific users are taking to complete tasks.
5-75
Summary
Chapter 5: Workflow
Test Your Knowledge
Test your knowledge with the following questions.
Workflow is now hosted in the AOS.
( ) Organization model
Microsoft Dynamics AX 2009 introduced workflow, and now Microsoft

Dynamics AX 2012 has added several improvements to workflow:
A graphical workflow editor is now available.
( ) Security
Flow-control elements
Line-item elements
Approval process
Tasks
a. Canvas based drag-and-drop interface for

creating workflows.
b. Group of users that workflow tasks can be
assigned to.
c. Workflow processes run at the line level
rather than at the header.
d. Workflow moved from the IIS to the AOS.
e. Controls to allow for branching and decisionmaking within workflows.
( ) How long workflow code takes to run.
( ) How much time is spent to perform the business tasks that comprise
the workflow.
( ) How many workflows are set up.
( ) How much work is done using the workflow.
5. What do workflow Performance Analysis Reports measure? (Select all that

apply)
( ) Fewer components to break in production.
( ) 64-bit support.
( ) Multi-threading.
( ) Simplified set up.
4. What are the advantages of moving workflow from the IIS to the AOS?
(Select all that apply)
( ) Batch job history
( ) Performance
( ) Workflow task list
( ) Workflow history
3. Which tool is used to find the status of an individual workflow?
_____ 1. Advanced
flow controls
_____ 2. Line level
workflow
_____ 3. Work item
queue
_____ 4. AOS hosting
_____ 5. Graphical
workflow editor
2. Match the workflow features to their descriptions
( ) Relational database
( ) Financial dimension
Improvements to workflow flow and assignment.
1. Which system-wide features are supported in workflow? (Select all that

apply)
Workflow performance analysis reporting is now available.
5-78
There are several different types of workflow elements that can be added to a
workflow. Each type element requires different properties to be specified. The
workflow elements include:
Microsoft Dynamics AX 2012 provides approximately 60 workflows types that

are organized in each module. Some workflows types are required in order to use
certain features of the system; while other are optional.
The required and optional set up steps for using workflow were reviewed in this
chapter. In addition the workflow reports and inquiries were discussed.
5-77
Quick Interaction: Lessons Learned
Chapter 5: Workflow
Take a moment and write down three key points you have learned from this
chapter
1.
2.
3.
5-79
a. Canvas based drag-and-drop interface for

creating workflows.
b. Group of users that workflow tasks can be
assigned to.
c. Workflow processes run at the line level rather
than at the header.
d. Workflow moved from the IIS to the AOS.
e. Controls to allow for branching and decisionmaking within workflows.
( ) How long workflow code takes to run.
() How much time is spent to perform the business tasks that comprise
the workflow.
( ) How many workflows are set up.
() How much work is done using the workflow.
5. What do workflow Performance Analysis Reports measure? (Select all that

apply)
() Fewer components to break in production.
( ) 64-bit support.
( ) Multi-threading.
() Simplified set up.
4. What are the advantages of moving workflow from the IIS to the AOS?
(Select all that apply)
( ) Batch job history
( ) Performance
( ) Workflow task list
() Workflow history
3. Which tool is used to find the status of an individual workflow?
e 1. Advanced flow
controls
c 2. Line level
workflow
b 3. Work item
queue
d 4. AOS hosting
a 5. Graphical
workflow editor
2. Match the workflow features to their descriptions
() Relational database
() Security
() Organization model
() Financial dimension
1. Which system-wide features are supported in workflow? (Select all that

apply)
Test Your Knowledge
Solutions
5-80

Ax2012 Enus Imp 05 PDF

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Ax2012 Enus Imp 05 PDF

Uploaded by

Copyright:

Available Formats

CHAPTER 5: WORKFLOW

Configure a sub workflow.

Configure parallel activities.

Configure manual and conditional decisions.

Explain some of the general features of workflow in Microsoft

Configure a line-item workflow.

Configure tasks for a workflow.

Discuss the architecture of workflow.

Complete a workflow including, reviewing errors, activating and

Create a workflow and configure basic settings.

Review the various workflow types available in Microsoft Dynamics

Set up workflow batch jobs.

Set up workflow notifications.

Configure an approval element.

Create work item queues.

Describe the features and use of the workflow editor.

Review user performance on workflows.

As a system: Workflow is a system installed with Microsoft

FIGURE 5.1 EXPENSE REPORT SAMPLE WORKFLOW

As a business process: A workflow represents a business process. It

Workflow is defined in two ways:

Installation and Configuration for Microsoft Dynamics AX 2012

Consistent processes: The workflow system lets you define the

Centralized work list: Users can view a centralized work list to

Installation and Configuration for Microsoft Dynamics AX 2012

Graphical workflow editor/ workflow list page

.NET 4.0 Workflow runtime, hosted by AOS

Relational database changes

Updated workflow for product-wide features

Simplified workflow deployment

Improve the workflow authoring experience

Advanced flow controls

Expanded workflow capabilities

Workflow in Microsoft Dynamics AX 2012 now introduces increased

IIS workflow host

.NET Workflow runtime

Workflow configuration form

Approvals and tasks only

Forward only, sequential

Work item queue.

Line level workflow.

Advanced flow controls.

Approximately 60 workflow types (previously called workflow

Workflow common controls (AX client/EP)

Workflow support in Microsoft Dynamics AX 2009 included the following

United work list

Approximately 20 workflow templates

Workflow in Microsoft Dynamics AX 2012 also introduces several features that

Installation and Configuration for Microsoft Dynamics AX 2012

A messaging batch job

Workflow runtime Application Programming Interface (API)

Logically, the workflow infrastructure is an extension of Microsoft Dynamics

The managed workflow runtime consists of the Windows Workflow Foundation

The X++ workflow runtime consists of:

Scenario: Automated Tasks

Advanced Flow Controls

Conditional decisions: A point where a workflow divides into two

Manual decisions: A point where a workflow divides into two

Workflow in Microsoft Dynamics AX 2012 supports both branching and

Parallel activities: A workflow element that includes two or more

Line Level Workflow

Work Item Queue