1. To-Increase Dynamics 365 for Finance & Operations
  2. Data entry workflow
  3. Operation

Manage workflows

You can start a data entry workflow from the forms to which it applies.

If a task of a started data entry workflow is assigned to you, you can do the task from the Data entry workflow management workspace.


User (Data entry workflow) User (Data entry workflow) Start Start Start workflow Start workflow You can start a data entry workflow from the forms to which it applies. Depending on the dynamic menu form setup of a data entry workflow template, you can start a data entry workflow to create or edit a record. If you create or edit a record using a data entry workflow template, a workflow task dialog is opened based on the initial step setup. When you complete the initial workflow task, based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment. Procedure 1. Open the page from which you want to start a data entry workflow. Note: You can only start a data entry workflow if: A data entry workflow template is applied to the page. You are assigned to the initial step of the data entry workflow template. You can be assigned as a user or by role or team. 2. On the Action Pane, click Data entry workflow. 3. Sub-task: Create blank record. 4. Click New record to open the drop dialog. 5. By default, in the Create from field, the 'Blank' option is selected. If 'Blank' is selected, you can apply a user template to create a record. In the Apply template field, enter or select a value. Note: For more info on user templates, refer to Create a record template to facilitate data entry. 6. In the templates list, find and select the desired data entry workflow template. 7. Click OK. 8. Fill in the fields and click Complete. 9. Sub-task: Create record based on existing record. 10. On the page on which you want to create a record, in the list, find and select the desired existing record. 11. Click New record to open the drop dialog. 12. In the Create from field, select 'Existing'. 13. In the templates list, find and select the desired data entry workflow template. 14. Click OK. 15. Fill in the fields and click Complete. Note: Except for the key fields of the record, the fields are already filled based on the selected existing record. 16. Sub-task: Edit record. 17. On the page from which you want to edit a record, in the list, find and select the desired record. 18. Click Edit record to open the drop dialog. 19. In the templates list, find and select the desired data entry workflow template. 20. Click OK. 21. Edit the desired fields and click Complete. 22. Close the page. Notes You can also start a data entry workflow in the Data entry workflow management workspace, on the Templates tab. To do so, select the desired template and click Start. On the Templates tab, only the data entry workflow templates are shown: That are active. For which you are assigned to the initial step. You can be assigned as a user or by role or team. You can save the data that you entered doing an initial workflow task and: Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment. Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task. If you complete or save a data entry workflow task, the entered data is stored in a staging table. If you complete a data entry workflow task for which Transfer to target is enabled, the data is also transferred from the staging table to the applicable target tables. For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment. Next workflow task is  assigned to applicable  user, role, or team Next workflow task is  assigned to applicable  user, role, or team Do workflow task Do workflow task If a data entry workflow task is assigned to you, you can do the task. The purpose of a data entry workflow task can be: Data entry Approval Possible duplicates evaluation Data entry You can use a data entry workflow task for several purposes. This table explains the purposes: Purpose Description Enter data Fill in a set of fields as defined for the related step in the data entry workflow template. If a grid is shown, you can enter several records. Review data Review or reconsider a filled in value for which an approver did a change request. Complete task Complete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment. Approval You can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options: Option Description Approve The approver can approve by field or approve all fields at once. If a grid is shown, you only can approve by grid record. If you approve the full approval task, the position of the approval step in the workflow defines the next action. If the approval step is: The last step in the data entry workflow, the workflow is ended, and the entered data is transferred to the target tables. An intermediate approval, based on the setup of the related data entry workflow template, the next workflow task is created with the applicable assignment. Change request The approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field. If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, the workflow task (step) where the field was initially filled in is reactivated with the applicable assignment. Delegate The approver can assign the approval task to another user. Reject The approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created. Possible duplicates evaluation During data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that: No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically.  Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate. Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options: Option Description Approve You can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued. Delegate You can assign the possible duplicates evaluation task to another user. Reject You can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled. Procedure 1. Click Data entry workflow management. 2. Click the Open tasks assigned to me tab. 3. Sub-task: Do data entry task. 4. In the list, find and select the desired data entry task. 5. Click Open. 6. Fill in the fields and click Complete. 7. Sub-task: Do approval task. 8. In the list, find and select the desired approval task. 9. Click Open. 10. Review the data of the shown fields and choose the desired approval option. Notes Doing a workflow task, you can save the data that you entered. You can also save the field approval selections and related comments. If you save the workflow task, you have these options: Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment. Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task. If you complete or save a data entry workflow task, the entered data is stored in a staging table. Doing a data entry workflow, an earlier entered value of a field can be changed. If so, on a workflow task, the Field value history button  is shown next to the field. This button is shown only the next time you open the task or for the next task with the same field. If you click this button, a drop-down list is opened. It shows all previous values that were entered for the field. If you complete a data entry workflow task for which Transfer to target is enabled or if you do the last workflow task (usually an approval), the data is transferred from the staging table to the applicable target tables. For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment. Workflow finished? Workflow finished? End End No Yes

Activities

Name Responsible Description

Start workflow

User (Data entry workflow)

You can start a data entry workflow from the forms to which it applies.

Depending on the dynamic menu form setup of a data entry workflow template, you can start a data entry workflow to create or edit a record.

If you create or edit a record using a data entry workflow template, a workflow task dialog is opened based on the initial step setup.

When you complete the initial workflow task, based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.

Do workflow task

User (Data entry workflow)

If a data entry workflow task is assigned to you, you can do the task.

The purpose of a data entry workflow task can be:

  • Data entry
  • Approval
  • Possible duplicates evaluation

Data entry

You can use a data entry workflow task for several purposes. This table explains the purposes:

Purpose Description
Enter data

Fill in a set of fields as defined for the related step in the data entry workflow template.

If a grid is shown, you can enter several records.
Review data Review or reconsider a filled in value for which an approver did a change request.
Complete task Complete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.

Approval

You can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options:

Option Description
Approve

The approver can approve by field or approve all fields at once.

If a grid is shown, you only can approve by grid record.
If you approve the full approval task, the position of the approval step in the workflow defines the next action. If the approval step is:

  • The last step in the data entry workflow, the workflow is ended, and the entered data is transferred to the target tables.
  • An intermediate approval, based on the setup of the related data entry workflow template, the next workflow task is created with the applicable assignment.
Change request

The approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field.

If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, the workflow task (step) where the field was initially filled in is reactivated with the applicable assignment.
Delegate The approver can assign the approval task to another user.
Reject The approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created.

Possible duplicates evaluation

During data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that:

  • No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically. 
  • Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate.

Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options:

Option Description
Approve

You can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued.
Delegate

You can assign the possible duplicates evaluation task to another user.
Reject You can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled.

See also

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