1. To-Increase Dynamics 365 for Finance & Operations
  2. Data entry workflow
  3. Design
  4. Design data entry workflow templates
  5. Set up workflow template step - Approval

Edit step fields

For each approval field group, define the fields to be approved. Each field to be approved must be part of a field group.

Usually, you select the fields to be approved with the 'Select field groups' function.

To complete the fields setup for a field group, you can:

  • Edit fields.
  • Add several types of fields.
  • Set up conditions for each field.
  • Change the field sequence.


Designer (Data entry workflow) Designer (Data entry workflow) Start Start Select fields from previous steps Select fields from previous steps For each approval step field group, you can select the fields to be approved. To add fields to be approved, you can use existing fields from previous steps in the same data entry workflow template. You can select and add: All fields of a field group at once. To do so add the field group to the selection. A specific field from a field group. Note: On the field group selection page, for each field, a separate record is created in the right (selection) pane. Each field record indicates both the tab page and the field group to which the field belongs. You can remove individual fields from the selection before you save the selection and close the selection page. 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. 4. In the Steps section, in the tree, select the desired field group. 5. In the Steps section, click Select fields. Note: You can also click Select fields on the Fields tab. 6. In the Select step field, select the step from which you want to add fields. 7. Sub-task: Add all fields of a field group. 8. In the tree, select the desired field group. 9. Click Add field group. 10. Sub-task: Add specific field. 11. In the tree, expand the desired field group. 12. In the tree, select the desired field. 13. Click Add field. 14. Close the page. Add field from workflow document Add field from workflow document Usually, for each data entry workflow template step, you select the fields which data must be entered or approved. You can manually add fields to a field group. You can only add fields that exist in the applicable workflow document. 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. 4. In the Steps section, in the tree, select the desired field group. 5. On the Fields tab, click Add. 6. Click Field from document 7. In the Record field field, enter or select a value. Note: In the lookup, by default, all workflow document fields are shown. You can use the filter options to limit the fields that are shown. Apply field  conditions? Apply field  conditions? Set up field conditions Set up field conditions You can define conditions for each field of a workflow step field group. On workflow execution, if the field conditions are: Met, on the workflow task dialog, in the related field group, the field is hidden or disabled. Not met, on the workflow task dialog, in the related field group, the field is shown and enabled. You can define several conditions for a field. The field is only hidden or disabled if all conditions are met. 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. 4. In the Steps section, in the tree, select the desired field group. Note: Make sure the Steps section is in edit mode. 5. On the Fields tab, in the list, find and select the desired field. 6. Click Conditions. 7. Click Add. 8. Define the field which values you want to use to set a condition. In the Record field field, enter or select a value. Note: You can only use fields that exist in the workflow document. The field lookup has several options to filter the workflow document fields that are shown: Document record: Only shows fields of a specific workflow document record. Step: Only shows fields of a specific step. From previous steps: If this check box is selected, only fields are shown that are defined for previous steps. 9. In the Range field, enter or select a value. 10. Define the result if the condition is met. You can: Hide the field. The field is not shown on the workflow task dialog, in the related field group. Disable the field. The field is shown on the workflow task dialog, in the related field group. However, you cannot edit it. In the Condition action field, select an option. Note: If several conditions are defined with different condition actions, and all conditions are met, the field is hidden. 11. Close the page. Change field  sequence? Change field  sequence? Change field sequence Change field sequence The sequence in which the fields are shown in the Fields section is the sequence in which the fields are shown on the related data entry workflow task pages. You can change the sequence of the fields. 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. 4. In the Steps section, in the tree, select the desired field group. 5. On the Fields tab, in the list, find and select the desired field. 6. Click Move up. 7. On the Fields tab, in the list, find and select the desired field. 8. Click Move down. End End Yes No Yes No

Activities

Name Responsible Description

Select fields from previous steps

Designer (Data entry workflow)

For each approval step field group, you can select the fields to be approved.

To add fields to be approved, you can use existing fields from previous steps in the same data entry workflow template.

You can select and add:

  • All fields of a field group at once. To do so add the field group to the selection.
  • A specific field from a field group.

Note:

  • On the field group selection page, for each field, a separate record is created in the right (selection) pane. Each field record indicates both the tab page and the field group to which the field belongs.
  • You can remove individual fields from the selection before you save the selection and close the selection page.

Add field from workflow document

Designer (Data entry workflow)

Usually, for each data entry workflow template step, you select the fields which data must be entered or approved.

You can manually add fields to a field group. You can only add fields that exist in the applicable workflow document.

Set up field conditions

Designer (Data entry workflow)

You can define conditions for each field of a workflow step field group. On workflow execution, if the field conditions are:

  • Met, on the workflow task dialog, in the related field group, the field is hidden or disabled.
  • Not met, on the workflow task dialog, in the related field group, the field is shown and enabled.

You can define several conditions for a field. The field is only hidden or disabled if all conditions are met.

Change field sequence

Designer (Data entry workflow)

The sequence in which the fields are shown in the Fields section is the sequence in which the fields are shown on the related data entry workflow task pages.
You can change the sequence of the fields.

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