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Dynamics GP Workflows Not Working with a Gmail Account

GP Workflows with Gmail

As I was working with a client, I experienced an issue getting Workflow Emails to send using a Google/Gmail account.  Even though I entered all the necessary account and SMTP information, I couldn’t get the test email to go through the Workflow Setup window in Dynamics GP 2016.

No Errors

I attempted to send the test email from this window and received no errors, but I wouldn’t receive the test email. After some troubleshooting and digging into the Workflow Setup table in SQL (WF00100), I learned something new – the password field is limited to 15 characters.

GP Workflows with Gmail

GP Workflows with Gmail

Working-Around It

Note, when using a Gmail account for email, GP’s 15-character password limit will cause issues. Many Gmail users follow Google’s recommended setup to secure their mailboxes by using an auto-generated “App Password.” The auto-generated “App Password” doesn’t play nice with Workflow Setup in Dynamics GP because Gmail generates a 16-character password, which exceeds the limit for the SMTP password filed. More info about App Passwords with Gmail is here.

Setting Up Gmail

Take these steps to get your Gmail through Dynamics GP to work:

  1. Configure Gmail to have a password with 15 or fewer characters. To do this, click on your picture in the top right corner of Gmail, and then choose My Account.
    GP Workflows with Gmail
  2. Disable 2-step Verification within your Gmail account settings.  In the image above, this is found under Signing in to Google.
  3. Set “Allow less secure apps” to be “On” within your Gmail account as well. You can find this in the same section of Sign-in & Security, under Apps with account access.
    GP Workflows with Gmail

A Final Note

When working with Workflow Email Approvals with a Gmail account, the end-user needs to be using Microsoft Outlook with their Gmail account. The web services links for approval won’t work outside of Outlook, so users would need to login to GP to do any Workflow approvals.

Have questions around Workflow Email Approvals? Shoot us an email at support@crestwood.com. We’ll be happy to help you.

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