1. To-Increase Dynamics 365 for Finance & Operations
  2. Data entry workflow
  3. Design
  4. Design data entry workflow templates

Set up workflow template step - Approval

For each data entry workflow template, you can define workflow approval steps. Use an approval step to approve the data as entered during the workflow execution.

The setup of the fields to be approved has these elements:

Element Description
Tab pages Each approval step must have at least one tab page. Use tab pages to define the sections that are shown on the workflow task dialog. Usually, you add tab pages when you select field groups with the 'Select field groups' function.
Field groups For each tab page, use field groups to define how the approval fields are grouped on the workflow task dialog. Usually, you add field groups when you select field groups with the 'Select field groups' function.
Fields For each field group, define the fields to be approved. Usually, you select the fields to be approved with the 'Select field groups' function.


Designer (Data entry workflow) Designer (Data entry workflow) Start Start Create step Create step For each data entry workflow template, you can define workflow approval steps. Use an approval step to approve the data as entered during the workflow execution. For each approval step, define which data must be approved. You can use these dependency types for workflow approval steps: Step: Adds a step next to a selected step in the workflow. Parallel step: Adds a parallel step to a selected step in the workflow. You can add a parallel step to any step, except for the first step. Group subsequent step: Adds a step that brings together parallel steps in one next step. You can only add a group step if at least one parallel step is defined for the workflow template. For a group step, you must select the steps that are brought together in the group step. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link in the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. In the Workflow diagram section, click Add. Note: If you want to add a step next to or parallel to another step, first select the desired step in the workflow diagram. 5. Click the desired dependency type. 6. In the Step name field, type a value. 7. In the Description field, type a value. 8. In the Type field, select 'Approval'. 9. In the Approval configuration field, select 'Fields'. 10. Select Yes in the Transfer to target field. 11. Select Yes in the Duplicate check field. 12. In the Final approver field, enter or select a value. 13. You can set a time limit within which the workflow step must be done. Based on the time limit and the calendar, which is defined in the Data entry workflow parameters, the elapsed time is calculated for the workflow tasks. In the Time unit field, select the unit in which the time limit is expressed. Note: You can use custom alerts to notify when a time limit is due. You can do so based on the elapsed time of a workflow task. 14. In the Time length field, enter the number of time units for the time limit. 15. In the Header instructions field, type a value. 16. In the Footer instructions field, type a value. 17. Sub-task: Select previous steps for 'Group subsequent step'. 18. Expand the Previous steps section. 19. In the list, find and select the desired previous steps. 20. Click OK. Notes If a step is created, you can view and edit the step settings on the Data entry workflow template page, in the Steps section. To do so select a step and open the Details tab. Define step dependencies Define step dependencies When you create a data entry workflow step, the applicable dependencies are automatically created. The dependencies are created based on a combination of the selected step(s) and the type of step you create. You can manually add dependencies or change existing dependencies. For example, if you add an additional step between existing steps, check and add the desired dependencies. You can also remove a dependency for a selected step. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. Sub-task: Add dependency. 5. In the Workflow diagram, select the desired step, and click Add dependency. 6. In the list, find and select the desired steps. Note: You can only add a dependency between the selected step and a step that is positioned before the selected step. 7. Click OK. 8. Sub-task: Remove dependency. 9. In the Workflow diagram, select the desired step, and click Remove dependency. 10. Click the dependency that you want to remove. Copy or move step Copy or move step You can copy or move a step of a data entry workflow template. You can copy or move a step: In the current data entry workflow template. To another data entry workflow template. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. Sub-task: Copy or move a step in the current data entry workflow template. 5. In the Workflow diagram section, select the desired step, and click Cut or click Copy. 6. In the Workflow diagram, select the desired step, and click Paste. 7. You can paste the copied or moved step in relation to another selected step in these ways: After Before Parallel Click the desired option. Note: If you copied a step, its name gets the '_Copy1' extension. 8. Sub-task: Copy or move a step to another data entry workflow template. 9. In the Workflow diagram section, select the desired step, and click Cut or click Copy. 10. Close the current data entry workflow template page and go back to the Data entry workflow templates list page. 11. In the list, click the link of the desired data entry workflow template. 12. In the Workflow diagram section, click Edit. 13. In the Workflow diagram, select the desired step, and click Paste. 14. You can paste the copied or moved step in relation to another selected step in these ways: After Before Parallel Click the desired option. Note: If you copied a step, and a step with the same name already exists, its name gets the '_Copy1' extension. Edit step setup

Edit step setup - Approval

On creation of an approval step and the selection of the fields to be approved, you define the basic approval step setup. To complete the setup of an approval step:

  • Assign the approval step to the responsible user, team, or role.
  • Define the possible approval outcomes.
  • You can set up step conditions.
  • You can set up an integration with Master data management studio.
  • You can review and edit the tab pages setup, the field groups setup, and the fields setup.
  • If it is the last step of a workflow, you can set up the post actions.

 End End

Activities

Name Responsible Description

Create step

Designer (Data entry workflow)

For each data entry workflow template, you can define workflow approval steps. Use an approval step to approve the data as entered during the workflow execution. For each approval step, define which data must be approved.

You can use these dependency types for workflow approval steps:

  • Step: Adds a step next to a selected step in the workflow.
  • Parallel step: Adds a parallel step to a selected step in the workflow. You can add a parallel step to any step, except for the first step.
  • Group subsequent step: Adds a step that brings together parallel steps in one next step. You can only add a group step if at least one parallel step is defined for the workflow template. For a group step, you must select the steps that are brought together in the group step.

Define step dependencies

Designer (Data entry workflow)

When you create a data entry workflow step, the applicable dependencies are automatically created. The dependencies are created based on a combination of the selected step(s) and the type of step you create.

You can manually add dependencies or change existing dependencies. For example, if you add an additional step between existing steps, check and add the desired dependencies.

You can also remove a dependency for a selected step.

Copy or move step

Designer (Data entry workflow)

You can copy or move a step of a data entry workflow template.

You can copy or move a step:

  • In the current data entry workflow template.
  • To another data entry workflow template.

Edit step setup

Designer (Data entry workflow)

On creation of an approval step and the selection of the fields to be approved, you define the basic approval step setup. To complete the setup of an approval step:

  • Assign the approval step to the responsible user, team, or role.
  • Define the possible approval outcomes.
  • You can set up step conditions.
  • You can set up an integration with Master data management studio.
  • You can review and edit the tab pages setup, the field groups setup, and the fields setup.
  • If it is the last step of a workflow, you can set up the post actions.

Edit step setup

Edit step tab pages

Edit step field groups

Edit step fields

Set up post actions

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