Purchase order workflow - Activate workflow - Workflow Part 1 - Dynamics 365

Hi,

Purchase order workflow - Activate workflow - Workflow Part 1

Here im going to activate purchase order workflow in Dynamics 365

Step 1: Activate workflow for all Suppliers or Enable workfllow individual suppliers.

Step 2: Create Workflow

Step 3: Create workflow batch jobs

Step 4: Enable users to receive workflow-related email messages

Steps in brief follows,

Step 1: Activate workflow for all Suppliers 

To activate Change management, navigate to Procurement and sourcing > Setup > Procurement and sourcing parameters > General tab.


Check the Activate change management flag in the Change management for purchase orders group of fields.

or Enable workfllow individual suppliers. 

On the "Setup" tab of a purchase order header, you'll find a checkbox called "Activate change management".  This will enable or disable the workflow on a purchase order by purchase order basis.

On the "Purchase order defaults" fast tab of a vendor, there's a field group called "Change management for purchase orders."  You can click the "override settings" and change the "activate change management" as needed for a specific vendor.

For all purchase orders, this setting is found in the "Procurement and sourcing" module "Procurement and sourcing parameters" form.  In the "general" page, the "Change management for purchase orders" field group contains the settings you're interested in.  Additionally, the "allow override of settings per vendor" checkbox will allow you to override these settings on a vendor by vendor basis.

To Disable Workflow for Supplier

1. For all purchase orders, this setting is found in the "Procurement and sourcing" module "Procurement and sourcing parameters" form.  In the "general" page, the "Change management for purchase orders" field group contains the settings you're interested in.  Additionally, the "allow override of settings per vendor" checkbox will allow you to override these settings on a vendor by vendor basis.

2. On the "Purchase order defaults" fast tab of a vendor, there's a field group called "Change management for purchase orders."  You can click the "override settings" 

Step 2: Create Workflow

Create a new workflow that will allow to approve the purchase orders when they are submitted.

Navigate to Procurement and sourcing > Setup > Procurement and sourcing workflows.

Click New and Select the Type of workflow to create (Purchase Order workflow)

Click Activation (When this workflow should be activated) and it will popup another screen and Click on activation and press Add Condition and put where condition when this workflow should be activated.

Now we can add approver level 1 condition

Drag and drop approve purchase order from workflow elements à Press Level Down à

Double Click on Step 1 à basic settings àEnter Work Item subject and work item instructions

Name : Head of Supply Chain

Work Item Subject: 

Re-approval: %Purchase orders.Previous version exists%,   USD$%Purchase orders.Balance%,  Payment term: %Purchase orders.Payment%  Vendor: %Purchase orders.PurchName%,  Remarks: %, Note: %Workflow.Last note%.

Work Item Instructions:

Purchase Order : %Purchase orders.PurchId%

Prepared By : %Purchase orders.createdBy%

Amount : $%Purchase orders.Balance%, 

Assignment à

Select Assignment Type à Participant

In The Role based  à Type of participant is User group participants

And Participant is user group (User Group is available in System Administration)

Press Save and Close and it will ask for version

It will ask for Activate workflow and proceed with activate the new version

In Next Go to User Group and Assign a user in System Admin

Assign and Un-Assign users in that user group. Single user is always good.

Step 3: Create workflow batch jobs (Reference for batch job creation)

This will send notifications to workflow users and approvers.

Batch Job 1 - Workflow message processing - Class name SysWorkflowMessageQueueManager

Batch Job 2- Workflow due date processing - - Class name  WorkflowWorkItemDueDateJob

Batch Job 3- Workflow line-item notifications -- Class Name SysWorkflowNotificationManager

Step 4: Enable users to receive workflow-related email messages

https://docs.microsoft.com/en-us/dynamics365/unified-operations/fin-and-ops/organization-administration/tasks/users-receive-workflow-related-email-messages

https://www.youtube.com/watch?v=ooogd3wrAek

https://workflowax.wordpress.com/2012/08/23/setup-user-email-notification-in-ax2012/

Now System is ready with workflow activated :)

Reference

Reference

Reference

Reference

FOR RE-Approval - Reference

If there any Issues and problem in workflow notification and activation First go and Check Batch Jobs of Workflow and then proceed to below.

Go to AOT and Forms à Tutorial_WorkflowProcessorà Start

Great use for the processor is to test workflows that are “stuck”.  You will see these workflows sitting in a pending state and they aren’t assigned to anyone.  In these cases you can run the processor (in test!) to see if this gets them moving.  If it does that usually indicates an issue with batches.  We know this because the workflow processor takes place of the batch processing infrastructure.