Flows

Flow

Description

Add field to field group

For each data entry workflow template step, you can select the fields which data must be entered or you can use the Configure step wizard.

To a step field group, you can also manually add several types of fields in several ways.

Design data entry workflow templates

Use a data entry workflow to design a workflow that is applied when data is entered.

For each data entry workflow template, define the desired steps.

You can set up steps for these purposes:

Data entry: Use a data entry step to enter a specific set of data during the workflow execution.
Approval: Use an approval step to approve the data as entered during the workflow execution.
Fuzzy duplicate check: Use a fuzzy duplicate check step to automatically check if the data, as entered during the workflow execution, is a potential duplicate record.

Edit step field groups - Approval

For an approval step, for each tab page, use field groups to define how the approval fields are grouped in the relevant section of the workflow task dialog. Each approval field must be part of a field group.

On the workflow task dialog, a field group is shown only if it has at least one field set up in the data entry workflow template.

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

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

Edit field groups.
Add field groups.
Set up conditions for each field group.
Review and edit the fields setup.

Edit step field groups - Data entry

For a data entry step, for each tab page, use field groups to define how the data entry fields are grouped in the relevant section of the workflow task dialog. Each data entry field must be part of a field group.

On the workflow task dialog, a field group is shown only if it has at least one field set up in the data entry workflow template.

Usually, you create field groups when you select data entry fields with the 'Select fields' function.

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

Edit field groups.
Add field groups.
Set up conditions for each field group.
Review and edit the fields setup.

Edit step fields - Approval (old)

If for a workflow approval step, the Approval configuration is 'Fields', you must define the fields to be approved.

The fields to be approved setup has the same elements as the data entry field setup:

Tab pages: ...
Field groups: Each field to be approved must be part of a field group. You can use existing field groups from data entry steps or add specific approval field groups.
Fields: To each approval field group, add the desired fields to be approved. You can only add fields that exist in the applicable workflow document.

Edit step fields - Data entry

For each data entry field group, define the data entry fields. Each data entry field must be part of a field group.

Usually, you select the data entry fields with the 'Select fields' 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.

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.

Edit step setup - Data entry

On creation of a data entry step and the selection of fields, you define the basic data entry step setup. To complete the setup of a data entry step:

Assign the data entry step to the responsible user, team, or role.
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 - Fuzzy duplicate check

On creation of a fuzzy duplicate check step, you define the basic fuzzy duplicate check step setup. To complete the setup of a fuzzy duplicate check step:

Assign the step to the responsible user, team, or role. The step assignment is applied only if possible duplicates are found.
Define the possible duplicates evaluation outcomes.
You can set up step conditions.
You can set up an integration with Master data management studio.
If it is the last step of a workflow, you can set up the post actions.

Note: For fuzzy duplicate check steps, tab pages, field groups, and fields are not applicable.

Edit step tab pages - Approval

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.

On the workflow task dialog, a tab page is shown only if it has at least one field group with fields set up in the data entry workflow template.

On creation of an approval step, automatically a default tab page is created for the step with the step name.

Usually, tab pages are added automatically when you select the fields to be approved with the 'Select field groups' function.

To complete the tab page setup for a step, you can:

Edit tab pages.
Add tab pages.
Set up conditions for each tab page.
Review and edit the field groups setup and the fields setup.

Edit step tab pages - Data entry

Each data entry step must have at least one tab page. Use tab pages to define the sections that are shown on the workflow task dialog.

On the workflow task dialog, a section is shown only if, in the data entry workflow template, the related tab page setup has at least one field group with fields.

On creation of a data entry step, automatically, a default tab page with the step name is created for the step.

Usually, you create tab pages when you select data entry fields with the 'Select fields' function.

To complete the tab page setup for a step, you can:

Edit tab pages.
Add tab pages.
Set up conditions for each tab page.
Review and edit the field groups setup and the fields setup.

Manage workflow template changes - Advanced

Workflow template change management offers several advanced options. For example, to solve issues related to project versions.

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.

Monitor workflow task delegations and reassignments

In Data entry workflow, as a data entry workflow manager, you can change the assignments for data entry workflow tasks. You can do so in several ways:

Delegate task assignments to other users. If a task assignment delegation is entered by a user, you must enable the delegation to become applicable.
Reassign existing tasks to other users.

Set up Azure storage for workflow template change management

Use an Azure Storage Account to exchange change management files between your D365 FO environment and other environments.

Set up Data entry workflow

Before you can use Data entry workflow, some setup is required:

Data entry workflow parameters (mandatory)
Azure storage for change management (optional)
Data entry workflow categories (optional)

Set up post actions

For some steps in a data entry workflow template, you can define post actions. You can use a post action to run a menu item.

You can only define post actions for a step in one of these cases:

The step is the last step of the data entry workflow template. The defined actions are done when the workflow is finished.
For the step, the Transfer to target field is set to Yes. The defined actions are done when entered data is transferred to the target.

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.

Set up workflow template step - Data entry

For each data entry workflow template, define data entry steps. Use a data entry step to enter a specific set of data during the workflow execution.

The setup of the data entry fields has these elements:

Element	Description
Tab pages	Each data entry 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 can create tab pages when you select fields with the 'Select fields' function.
Field groups	For each tab page, use field groups to define how the data entry fields are grouped on the workflow task dialog. Usually, you create field groups when you select fields with the 'Select fields' function.
Fields	For each field group, define the data entry fields. Usually, you select the data entry fields with the 'Select fields' function. As a result, also a workflow document is created with the selected fields.

Set up workflow template step - Fuzzy duplicate check

In Data quality studio, you can set up and use a fuzzy duplicate check. This option checks for duplicates applying fuzzy logic. A fuzzy duplicate check compares values from several fields. based on the comparison, a duplicate score is calculated.
If Data quality studio is installed on the same environment as Data entry workflow, you can apply a fuzzy duplicate check in Data entry workflow.
For each data entry workflow template, you can define a fuzzy duplicate check step. Use a fuzzy duplicate check step to automatically check if the data, as entered in the previous workflow tasks, is a possible duplicate record.