Workflows in Dynamics GP

Posted by Jen Bieker on January 28, 2015

Stop inconsistencies from happening in your accounting processes.  Did you know that Dynamics GP has a built in tool to help team members follow a process, step-by-step?  It’s called Workflow, and it is the key to making your teams perform routine tasks consistently.

Setting up and using Workflows in Dynamics GP have many benefits to help your business, and they’re easy to set up and use.

• Maximize Efficiency
• Reduce Errors
• Create Consistency
• Respond Quickly to Changing Conditions
• Automate Alerts & Notifications for Key Business Tasks

Easily help employees follow your business processes right within familiar software; such as, Dynamics GP, and Outlook.

Let’s start with an example.  Sam submits a purchase order for $2,000.  This level of a PO must be approved by Frank.  However, if Sam submits a PO for $8,000, then it must be approved by both Frank and Sue; whereas, anything $10,000 or more, will also require Ann’s approval.

Once this workflow is set up, the PO would trigger a task and automatically notify Frank, Sue, and/or Ann to approve the PO.  This task would be done from within Dynamics GP or by clicking on a link in an email in Outlook.  Notice in the screen shot, Dynamics GP workflow is indicated at the top of the window with a yellow highlighted message bar; additionally, there is a history of the workflow and comments on the right in a history pane.

In Microsoft Outlook, Frank, Sue, and/or Ann would receive an email with a live link to click on to approve or reject the item in the workflow.

Workflows can make things less manual, reduce the risk on inconsistencies, and are easy for users. 

How do Workflows Work in Dynamics GP?

Workflows can be found and used in many areas in Dynamics GP.  What started out as a smaller list in Dynamics GP 2013, has been enhanced in many areas in Dynamics GP 2015, with more planned for future releases.

Next, you need to decide on which people should be included in the workflows.  Security is something to keep in mind here too.  Roles set in Dynamics GP can affect access to document types.  You might have:

• Administrators – set up and maintain the workflow system
• Managers – creates and configures a certain type of workflow
• Originators – their documents start a workflow
• Approvers – person responsible for reviewing and/or approve or reject items.
• Delegates – someone who can act on a task on behalf of someone else.
• And Read Only Access – view only access

Third, you need to decide on the steps of the workflow, or actions.  Actions can be different depending on the role and how many steps are involved.  There are different actions for originators vs. approvers.  For example, an Approver can approve, reject, delegate, or request a change to an item.

Once you understand the basics of Dynamics GP Workflows, thinking though and mapping out the steps and people involved in your process is the next step.  Taking the time to plan thoroughly here is worth it.  Make sure you plan adequately.  After you have your process mapped out, try to set it up in Dynamics GP and test it out.

Watch these Crestwood Clips, short videos on Workflows in Dynamics GP:

Crestwood Clips:  Workflow Setup Steps in Dynamics GP

Crestwood Clips:  Set up a Sample Workflow in Dynamics GP

Crestwood Clips:  Edit an Existing Workflow & Activate in Dynamics GP

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