Workflow Administrator's Guide - 2 WORKFLOW ADMINISTRATOR’S GUIDE Introduction Welcome to Workflow,

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  • Microsoft Dynamics® GP 2010 Workflow Administrator’s Guide

    March 30, 2010

  • Copyright Copyright © 2010 Microsoft. All rights reserved.

    Limitation of liability This document is provided “as-is”. Information and views expressed in this document, including URL and other Internet Web site references, may change without notice. You bear the risk of using it.

    Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.

    Intellectual property This document does not provide you with any legal rights to any intellectual property in any Microsoft product.

    You may copy and use this document for your internal, reference purposes.

    Trademarks Microsoft, Excel, Internet Explorer, Microsoft Dynamics, Outlook, SharePoint, Visio, and Windows are trademarks of the Microsoft group of companies. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries.

    All other trademarks are property of their respective owners.

    Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose.

    License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at 800-456-0025 (in the U.S. or Canada) or +1-701-281-6500.

    Publication date May 2010

  • W O R K F L O W A D M I N I S T R A T O R ’ S G U I D E i

    Contents

    Introduction .................................................................................................................................................2 What’s in this manual...................................................................................................................................2

    Symbols and conventions ............................................................................................................................3

    Access Help in Microsoft Dynamics GP....................................................................................................3

    Access Help on the Workflow web site .....................................................................................................4

    Send us your documentation comments ...................................................................................................4

    Part 1: Getting started ..................................................................................................................6

    Chapter 1: Workflow overview ................................................................................................ 7 What is workflow?........................................................................................................................................7

    Benefits of using the Workflow system .....................................................................................................8

    How users will interact with the Workflow system ................................................................................9

    Chapter 2: Workflow architecture ......................................................................................11 Architecture overview................................................................................................................................ 11

    Deployment configurations.......................................................................................................................12

    Part 2: Workflow basics .......................................................................................................... 16

    Chapter 3: Workflow types....................................................................................................... 17 Purchase order approval............................................................................................................................17

    Sales quote approval...................................................................................................................................18

    Customer credit limit override approval.................................................................................................18

    Vendor approval..........................................................................................................................................19

    General Ledger batch approval ................................................................................................................19

    Payables Management batch approval....................................................................................................20

    Receivables Management batch approval...............................................................................................20

    Employee onboard approval.....................................................................................................................21

    Employee personnel approval ..................................................................................................................22

    Electronic signatures workflow ................................................................................................................22

    Chapter 4: Workflow participants ..................................................................................... 23 Workflow administrator ............................................................................................................................23

    Workflow manager .....................................................................................................................................24

    Originator.....................................................................................................................................................24

    Approver ......................................................................................................................................................25

    Delegate........................................................................................................................................................25

    User with read-only access ........................................................................................................................26

    Chapter 5: Workflow security ................................................................................................ 27 Security on the Workflow web site...........................................................................................................27

    Security in Microsoft Dynamics GP .........................................................................................................28

  • ii W O R K F L O W A D M I N I S T R A T O R ’ S G U I D E

    C O N T E N T S

    Chapter 6: Workflow actions .................................................................................................. 29 Actions an originator can take ..................................................................................................................29

    Actions an approver can take....................................................................................................................30

    How an approver can act on a document, vendor record, or batch....................................................32

    Chapter 7: Workflow tasks ....................................................................................................... 35 Task overview..............................................................................................................................................35

    When tasks are created...............................................................................................................................35

    Delegation ....................................................................................................................................................38

    Chapter 8: Workflow status and priority..................................................................... 39 Status.............................................................................................................................................................39

    Priority..........................................................................................................................................................40

    Chapter 9: Workflow examples ............................................................................................ 41 Simple workflow.........................................................................................................................................41

    Workflow with multiple first steps ..........................................................................................................42

    Workflow with multiple approval paths.................................................................................................43

    Workflow with converging steps..............................................................................................................44

    Workflow with multiple approvers in a step..........................................................................................45

    Workflow where an approver is an originator ............................................................................

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