Workflow in Navision/BC 365

 

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Workflow in Navision/BC 365

Microsoft Navision BC has features of workflow, what do workflows do? Workflow Helps companies to get control of their different departments under one umbrella. It is actually a control system that checks every input before posting the same into the system.

There are various types of workflow available in the system i.e.

Purchase Workflow, Sales Workflow and General Ledger Workflow:- If these workflows are activated, then the user can able to create the respective documents, however, cannot post the same until his/her supervisor not approved it. In this way, every input can be controlled, and accordingly, the data can be managed.

Further, Workflow enables you to design and execute business processes within the application system.  For example, the approver can get the Email notification related to their department and he/she can approve/reject the same accordingly.

Workflow User Groups:- Workflow user group is a group of users assigned to do the approval of the documents. In NAV/BC 365, the workflow user can be defined where all approve needs to approve the respective document in any of the sequences and it can be defined where the approval process should run in a particular sequence means until unless the first approver has not approved the document the second user will not be able to approve the same.

To define an approval request to be not approved until multiple approvers in an approval chain have approved it, set up approvers with an incremental sequence number. Here the approval request is sent to the user with the highest sequence number i.e. 1. This user will have to approve the request then approval will be sent to the next user with sequence number 2 and so on.

To define approval request is not approved until multiple equal approvers have approved it regardless of the hierarchy assign the same sequence number to the users. Here the approval request is sent to all users in the group at the same time.

Approval User Setup: - Before you can create workflows that involve approval steps, you must set up the workflow users who are involved in approval processes. In the Approval User Setup window, you also set amount limits for specific types of requests and define substitute approvers to whom approval requests are delegated when the original approver is absent.

Delegation of Approver (Substitute of Approver setup in “Approval user setup):- User needs to insert a substitute in the workflow user setup (substitute is the person to whom the request gets delegated) and you need to select a delegation time in your workflow. If you activate the workflow there should be a new entry in the task scheduler. 

If you now have  approval pending for 1 day it gets tagged and the task in the scheduler will delegate all tagged requests to their substitutes.

Notification on Window or through Email: - Many times in an Approval workflow, we need to notify the user by email that there is an approval request that is pending approval. For this, an approval request can be sent to be notified to the approver as well as the sender whether the approval request has received or is approved or canceled. Hence, we need to set up an Email Notification.

Approval Templates:- Microsoft Dynamics NAV/BC 365 delivers as workflow templates for you to apply in your business. For example, in the case of a Purchase Invoice, the notification can send to the approver with some basic details related to the document i.e. if the respective document is a purchase order then in the template we can mention the PO number, PO Amount, name of vendor from where this purchase is going to happen. These templates can be designed in the application.

With workflows in Microsoft Dynamics NAV, companies can become more efficient and streamline their business processes through automation.

Q&A

Can you build your own workflow in Dynamics NAV:- Yes, some of the workflows can be create by user whereas in some cases you need the help of your NAV/BC vendor/partner.

Setups include in NAV/BC Workflow:- Set up the general features of the document approval system. • Set up approval templates. • Set up user logons for use with document approvals. • Set up approval users in a hierarchy. • Set up the notification system for approvals. • Send an approval request. • Approve a sales or purchase document. • Maintain substitute approvers. • Manage overdue notifications.

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