Chapter 1: Workflow Administration

CHAPTER 1: WORKFLOW ADMINISTRATION

Objectives
The objectives are: Learn an overview of the architecture for workflow and deployment configurations Install the Workflow system Learn about the different ways people can interact with the Workflow system Learn about the various roles for workflow participants Define security privileges for the Workflow system Set up Workflow features Perform maintenance on the Workflow system

Introduction
The following information provides a basic overview of the Workflow system. For the purposes of this course Workflow is defined in two ways: Workflow as a system Workflow as an approval process

As a system Workflow is the software installed with Microsoft Dynamics GP. This system can be used to create and manage individual workflow approval processes. As an approval process a workflow defines how a document moves through the system. For example, a purchase order approval workflow may require multiple levels of approval by various employees of an organization depending on the conditions established in the workflow.

FIGURE 1.1 PURCHASE ORDER WORKFLOW EXAMPLE

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Benefits of Using Workflow
Consistent processes The Workflow system enables a firm to define the approval process for specific documents and batches, such as purchase order documents and Receivables Management batches. The Workflow system ensures that documents and batches are reviewed and approved in a consistent and efficient manner. Automatic notification Users can be automatically notified when a document or batch is assigned to them for approval, or when a document or batch they submitted is approved. Users can be notified via desktop alerts or e-mail alerts. Access through Office SharePoint Server and Outlook Users do not have to log on to Microsoft Dynamics GP to approve documents and batches. Users can approve documents and batches by accessing the Workflow web site, which is built on Microsoft Office SharePoint Server 2007, or by responding to e-mail messages in Microsoft Office Outlook 2007. Reports There are several Workflow reports available. These reports help monitor the Workflow system and identify specific workflow steps or approvers who may be slowing down an approval process.

Workflow Architecture and Deployment

The Workflow system is made up of several software components. There are multiple ways the Workflow system can be deployed. This lesson describes the supported deployment configurations and shows where each software component should be installed.

Architecture Overview
The Microsoft Dynamics Workflow system accesses two different types of data. It accesses accounting data from Microsoft Dynamics GP databases such as: Purchase orders Sales quotes Batch information

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It also accesses workflow setup information from your Office SharePoint Server databases, such as the names of approvers and the conditions under which they must approve a document or batch.

FIGURE 1.2 WORKFLOW ARCHITECTURE

The Microsoft Dynamics Workflow system consists of three main pieces: A web service A web site Server components

The Workflow web service enables employees using Microsoft Dynamics GP clients to interact with the Workflow server components. The Workflow web site enables employees using Outlook and Microsoft Internet Explorer to interact with the Workflow server components. The Workflow server components contain business logic and communicate with the SharePoint and Microsoft Dynamics GP databases. These components are installed on a server running Office SharePoint Server and can communicate directly with the SharePoint databases. The components must use Web Services for Microsoft Dynamics GP to communicate with back office databases.

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Single-server Configuration
In a single-server configuration, all the server-side components are installed on one server. These components include: Microsoft Dynamics GP Microsoft SQL Server Web Services for Microsoft Dynamics GP Office SharePoint Server Workflow

NOTE: This configuration is recommended for testing and demonstration purposes only. This configuration does not provide the best security or performance.

FIGURE 1.3 SINGLE-SERVER CONFIGURATION

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Separate Web Server Configuration
The separate web server configuration consists of two servers. The back office server hosts the following: Microsoft SQL Server Microsoft Dynamics GP databases Office SharePoint Server databases

The web server hosts web services for the following: Microsoft Dynamics GP Office SharePoint Server Workflow

HINT: This configuration provides better security and performance than the single-serverconfiguration.

FIGURE 1.4 SEPARATE WEB SERVER CONFIGURATION

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Multiple Web Servers Configuration
The multiple web server configuration consists of one back office server and two or more web servers. The back office server hosts the following: Microsoft SQL Server Microsoft Dynamics GP databases Office SharePoint Server databases

Multiple web server hosts web services for the following: Microsoft Dynamics GP Office SharePoint Server Workflow

Ideally each of these applications has a dedicated web server. Of the three configurations described in this lesson, the multiple web server configuration provides the best security and performance.

FIGURE 1.5 MULTIPLE WEB SERVER CONFIGURATION

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Install Workflow
Installation of the Workflow system must take place after Microsoft Dynamics GP and Microsoft SharePoint Server have been installed. After Workflow is installed, and you can access the Workflow web site, start setting up the Workflow system.

Rights to Install
To run the Workflow installation wizard, you must be logged on to the web server computer as a domain user with the following access rights. Administrator rights on the server Your domain user account must be a member of the Administrators group on the web server where Workflow will be installed. Administrator rights for SQL Server During the installation, you will be prompted to enter SQL Server connection information. To connect to SQL Server using Windows Trusted Authentication, you must log on to the web server with a Windows logon ID that has administrative rights to SQL Server. To connect to SQL Server using SQL Authentication, you need to enter a SQL Server administrator logon ID and password during the installation.

Administrator of the Dynamics Security Admin Service Permission to manage SSP user profiles

Permission to Manage SSP User Profiles

The user who runs the Workflow installation wizard must have permission to manage SSP user profiles. Use the following steps to grant that user the Manage user profiles permission. 1. Open SharePoint Central Administration. 2. On the Quick Launch, click the SSP that you created. 3. Under the User Profiles and My Sites heading, click Personalization services permissions. The Manage Permissions: Shared Service Rights page is displayed. 4. Click Add Users/Groups. The Add Users/Groups: Shared Service Rights page is displayed. 5. In the Users/Groups field, enter either the name of the user who will be running the workflow installation wizard or an Office SharePoint Server group name the installer belongs to. 6. Select the Manage user profiles check box. 7. Click Save.

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Start Services
To run the Workflow installation wizard, the following service must be running: Windows SharePoint Services Administration Windows SharePoint Services Timer

To start a service, complete these steps: 1. Open the Services window. 2. Right-click the service and click Properties. The <Service Name> Properties window is displayed. 3. From the Startup type list, select Automatic. Click OK. 4. If the service does not have a status of Started, right-click the service and click Start.

Installation
Use the following steps to install Workflow on your web server. As the user installing Workflow, you become the first Workflow administrator. 1. Insert Microsoft Dynamics GP CD 2 into the CD drive of your web server computer. The Microsoft Dynamics GP installation screen should appear. If the screen does not appear automatically, browse the CD and double-click the Setup.exe file. 2. Click Workflow and then Install. 3. Agree to the license terms. Click Next. 4. In the Workflow for Microsoft Dynamics GP 10.0 window enter the name of the server containing your Microsoft Dynamics GP databases. Select the type of authentication to be used when creating the SQL tables and objects used by Workflow. These credentials are used only during the installation process. 5. In the Web Service URLs window enter the URL of the Microsoft Dynamics GP web service and then enter the URL for the Microsoft Dynamics Security Admin Service. 6. In the Web Site window select the IIS web site to use for Workflow. NOTE: If the IIS web site you select has not been extended as an Office SharePoint Server web application, the installation routine will extend it for you. 7. If the IIS web site you selected has not been extended as a web application, the Application User Account window appears. Enter the appropriate information and click Next. 8. In the Ready to Install window click Install. Once the installation is complete click Finish.

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Interacting with the Workflow System

Users can interact with the Workflow system through the following interfaces: Microsoft Dynamics GP Office SharePoint Server Microsoft Outlook

This lesson illustrates the various ways users can interact with Workflow.

Microsoft Dynamics GP
Workflow functionality is available in many areas of Microsoft Dynamics GP. For example, the Purchase Order Entry window enables a user to submit purchase orders for approval. This window has a message bar and history pane. The message bar displays the document's status and has buttons for approving and rejecting the document. The history pane displays previous actions made to the document.

FIGURE 1.6 PURCHASE ORDER ENTRY WINDOW WITH WORKFLOW WRAPPER

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Office SharePoint Server
When the Workflow system is installed, a Workflow web site is created. This web site is built on Office SharePoint Server and can be accessed with Microsoft Internet Explorer. Workflow administrators and managers can use this web site to accomplish the following: Set up the Workflow system Create individual workflows Generate reports Approve documents and batches that are assigned to them

FIGURE 1.7 WORKFLOW IN MICROSOFT SHAREPOINT

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Outlook
When a document or batch is assigned to a user for approval, an e-mail message can be sent to the user. The e-mail message displays information about the document or batch and includes an Edit this Task button. When the user clicks this button, a window appears where the user can approve or reject the document or batch.

FIGURE 1.8

Workflow Participants
Users that will have any sort of interaction with the workflow system are workflow participants. There are six different types of workflow participants: Workflow administrator Workflow manager Originator Approver Delegate Carbon copy

Any given SharePoint user may be assigned to one or more of these participant groups based on their expected interaction with workflow.

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Workflow Administrator
The Workflow administrator sets up and maintains the Workflow system. The Workflow administrator has access to all pages on the Workflow web site and can perform all tasks. HINT: By default, the user who installed the Workflow system is automatically given Workflow administrator privileges. The Microsoft Dynamics Workflow Administrator SharePoint Server Group can perform the following functions: Specify a manager for each type of workflow. Configure the workflow calendar. Create a workflow of any type. View all workflow tasks. Act on any workflow task (regardless of who the task is assigned to). View all documents and batches. Generate reports about the Workflow system. Configure his or her workflow alert message settings. Delegate his or her workflow tasks.

Workflow Manager
A workflow manager can create and configure a particular type of workflow. For example, suppose you name your purchasing manager, Ann, as the workflow manager for the purchase order approval type. This means Ann can create and configure purchase order approval workflows. She can also act on (that is, approve or reject) any purchase order in the company, regardless of who the purchase order is assigned to. When you set up the Workflow system, you will specify a manager for each type of workflow. HINT: Each manager is automatically added to the Microsoft Dynamics GP <Workflow Type> WorkflowManager group in Office SharePoint Server.

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The Microsoft Dynamics WorkflowManager SharePoint Server Group can perform the following functions: Create workflows of the specified type. View all tasks associated with the workflow type. Act on any task associated with the workflow type (regardless of who the task is assigned to). View all documents or batches associated with the workflow type. Generate reports that display data associated with the workflow type. Configure his or her workflow alert message settings. Delegate his or her workflow tasks.

Originator
The originator is the person who submits a document or batch for approval. Originators are specified when you create and configure a workflow. HINT: Each originator is automatically added to the Microsoft Dynamics GP <Workflow Type> WorkflowOriginator group in Office SharePoint Server. The Microsoft Dynamics WorkflowOriginator SharePoint Server Group can perform the following functions: Submit documents or batches associated with the workflow type. View all tasks associated with the workflow type. View all documents or batches associated with the workflow type. Generate reports that display data associated with the workflow type. Configure his or her workflow alert message settings. Delegate his or her workflow tasks.

Approver
The approver is the person responsible for reviewing a document or batch. If the approver approves the document or batch, it moves on to the next step in the workflow. If the approver rejects the document or batch, the workflow approval process stops. You specify who the approvers are when you create and configure each workflow step. HINT: Each approver is automatically added to the Microsoft Dynamics GP <Workflow Type> WorkflowApprover group in Office SharePoint Server.

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The Microsoft Dynamics WorkflowApprover SharePoint Server Group can perform the following functions: Submit documents or batches associated with the workflow type. View all tasks associated with the workflow type. Act on tasks assigned to him or her. View all documents or batches associated with the workflow type. Generate reports that display data associated with the workflow type. Configure his or her workflow alert message settings. Delegate his or her workflow tasks.

Delegate
A delegate is a person who can act on a workflow task on behalf of someone else. For example, if an approver will be out of the office for a period of time, the approver can delegate his or her tasks to another approver in the workflow. Approvers can specify who their tasks should be delegated to on the Workflow User Delegation page. HINT: Each delegate is automatically added to the Microsoft Dynamics GP <Workflow Type> WorkflowDelegate group in Office SharePoint Server. The Microsoft Dynamics WorkflowDelegate SharePoint Server Group can perform the following functions (which are the same as the Approver role): Submit documents or batches associated with the workflow type. View all tasks associated with the workflow type. Act on tasks assigned to him or her. View all documents or batches associated with the workflow type. Generate reports that display data associated with the workflow type. Configure his or her workflow alert message settings. Delegate his or her workflow tasks.

Carbon Copy
You can give a user who is not involved in a workflow the ability to view documents or batches submitted to the Workflow system. A user with read-only access can view documents or batches in the Documents area of the Workflow web site.

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For example, assume your warehouse manager, Ellen, is not part of the purchase order approval workflow. However, Ellen needs to view purchase orders so that she can prepare for shipments that will be arriving in the warehouse. You can give Ellen read-only access to purchase orders submitted to the Workflow system. HINT: Each user will be automatically added to the Microsoft Dynamics GP <Workflow Type> WorkflowCarbonCopies group in Office SharePoint Server. The Microsoft Dynamics WorkflowCarbonCopies SharePoint Server Group can perform the following functions: View all documents or batches associated with the workflow type. Configure his or her workflow alert message settings.

Security
Since the Workflow system has the ability to interface with so many different technologies configuring security is an important part of implementation. There are two key security areas to configure for workflow users: Microsoft Dynamics GP security Microsoft Office SharePoint server security

System administrators must be careful to assign the appropriate rights for users in both systems for people to use workflow properly. For example, if a user is established as a Workflow originator in SharePoint, but not granted access to Purchase Order Entry in Microsoft Dynamics GP they will likely have a problem processing Purchase Orders through the system. There is no mapping of users between the Microsoft Dynamics GP back office user and the Windows User Account. Notifications and tasks surfaced in the back office will use the windows user account to display workflow information.

Workflow Security
Security on the Workflow web site is determined by the Office SharePoint Server group that a given user belongs to. Users belong to groups based on their participant status in various workflows. Each Office SharePoint Server group name is followed by a company ID. For example, if Fabrikam has a company ID of 1, purchase order approvers will belong to the Microsoft Dynamics GP Purchase Order Approval WorkflowApprover1 group.

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HINT: The Microsoft Dynamics Workflow Administrator group is the only group you should manually assign users to. Users are automatically assigned to the other groups when a workflow is configured.

Workflow Administrator Privileges

If you are a Workflow administrator, you can give other users Workflow administrator privileges. To do so, use the following steps to add users to the Microsoft Dynamics Workflow Administrator group in Office SharePoint Server. 1. Go to the Workflow web site. 2. Click Site Actions > Site Settings. The Site Settings page is displayed. 3. Click People and groups. The People and Groups: All People page is displayed. 4. Click Groups on the Quick Launch. The People and Groups: All Groups page is displayed. 5. Click the Microsoft Dynamics Workflow Administrator group. The People and Groups: Microsoft Dynamics Workflow Administrator page is displayed. 6. Click New > Add Users. The Add Users: Microsoft Dynamics Workflow page is displayed. 7. Enter the names of the users to add to the group. 8. In the Give Permission area of the page, be sure the Add users to a SharePoint group option is marked and Microsoft Dynamics Workflow Administrator [Full Control, Limited Access] is selected in the list. 9. To send e-mail messages to the users to let them know they have been added to the group, select the Send welcome e-mail to the new users option. 10. Click OK.

Microsoft Dynamics GP Security

Security in Microsoft Dynamics GP is determined by a given users Microsoft Dynamics GP security role and Office SharePoint Server group. Microsoft Dynamics GP Security Role Access to windows, reports, and accounting data in Microsoft Dynamics GP is determined by a user's security role. For example, a user assigned to the Purchasing Manager role has access to the Purchase Order Entry window.

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Office SharePoint Server Group The ability to perform a workflow action is determined by the Office SharePoint Server group users belong to. The following explains how it works: 1. When users choose to perform a workflow action, such as approving or rejecting a document, the system determines what their Microsoft Windows user account is (that is, the user account they entered when logging on to the computer). 2. The system then determines which Office SharePoint Server groups are allowed to perform the action. 3. Using your Windows user account, the system determines if you belong to the Office SharePoint Server groups that are allowed to perform the action. For example, assume that your Purchasing Manager, Frank, has logged on to Microsoft Dynamics GP. Because Frank is assigned to the Purchasing Manager role, he can access the Purchase Order Entry window. Because Frank is also a member of the Microsoft Dynamics GP Purchase Order Approval Workflow Approver group, he will be able to approve or reject the purchase orders assigned to him.

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Lab 1.1 Configure Security

Company: Fabrikam, Inc. Scenario Fabrikam just hired Alicia Stevens as their new purchasing agent. As the back office IT administrator you must grant Alicia the appropriate security privileges so she can submit purchase orders through workflow. Alicia was already added to the Windows domain.

Challenge Yourself
Assign Alicia Stevens to the purchasing agent security role in Microsoft Dynamics GP. Add Alicia as an originator for the currently active Purchase Order Approval workflow.

Need a Little Help?

1. 2. 3. 4. 5. 6. 7. 8. 9. Logon to Microsoft Dynamics GP as the sa user. Open the GP User Security window. Grant Alicia Stevens access to the Purchasing Agent role. Open the Workflow website. Open the Configure Workflow page for the purchasing workflow. Assign Alicia in the Select originator area. Open the Site Settings page for Workflow Open the Groups page Validate that Alicia was assigned to the Originators group.

Step by Step
1. Logon to Microsoft Dynamcis GP as the sa user. 2. Click Microsoft Dynamics GP, point to Tools, point to Setup, point to System, and then click User Security. 3. Select user Alicia Stevens in the User field. 4. Select company Fabrikam, Inc. in the Company field. 5. Mark the Purchase Agent Security Role ID. 6. Click Save. 7. Open the workflow website. 8. Click Administration on the quick launch bar. 9. Click the workflow name for the currently active purchase order workflow. The Configure Workflow page should appear. 10. In the Select originators area add Alicia Stevens and click the check names icon. 11. Click Save.

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Validate Lab Results 1. 2. 3. 4. 5. Go to the Workflow web site. Click Site Actions, and then click Site Settings. In the Site Settings page click People and groups. Click Groups on the Quick Launch. Click People and Groups: Dynamics GP Purchase Order Approval WorkflowOriginator-1 from the list of groups. Notice that Alicia Stevens is now a member of the group.

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Workflow Setup
The best way to prepare for setting up the Workflow system is to create diagrams illustrating the workflows desired. It helps to draw each workflow using a software program such as Microsoft Office Visio, or by simply using pen and paper. Your diagrams should indicate: The order in which the workflow steps occur. Who the approvers are at each step, and the conditions under which their approval is required.

Access the Workflow Web Site

Use the Microsoft Dynamics Workflow web site to complete most setup procedures. This site is built on Office SharePoint Server and can be accessed multiple ways. Access from your web browser Users can access the Workflow web site through Internet Explorer web browser. The Workflow web site's address is configured during the Workflow installation. The default address is: http://ServerName/sites/DynamicsGPWorkflow ServerName is the name of the web server on which Workflow is installed. Access from Microsoft Dynamics GP Users can access the Workflow web site from several windows in Microsoft Dynamics GP. From the Workflow Setup window click the Workflow Administration button. From any of the individual module setup windows (e.g. Sales Order Processing Setup window) click the Workflow Setup button.

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Activate Workflow
The workflow system effectively has three layers of activation that are activated on a per-company basis.

FIGURE 1.9 CONCEPTUAL REPRESENTATION OF WORKFLOW ACTIVATION LAYERS

First, the Workflow system in Microsoft Dynamics GP must be activated. Use these steps to perform this action: 1. Open the Workflow Setup window by clicking Microsoft Dynamics GP, point to Tools, point to Setup, and click Workflow Setup. 2. Select the Activate Workflow for <Company Name> check box. 3. Click OK. Restart Microsoft Dynamics GP for changes to take effect.

FIGURE 1.10 WORKFLOW SETUP WINDOW

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Next, the various workflow types must be activated. There are six workflow types (e.g. Purchase Orders, Receivables Batches, etc.). Use the following steps to select which types each company will use: 1. 2. 3. 4. Go to the Workflow web site. Click Administration on the Quick Launch. In the Workflow List page click Select Workflow Types to Use. In the Select Workflow Types to Use page select a company from the Current Company list in the upper-right corner of the page. 5. Select the check box for each type of workflow the company will use. 6. Specify a manager (or managers) for each type of workflow. The workflow manager (and the Workflow administrator) will be able to create and configure workflows of that type.

After a workflow type is activated, individual workflows may be created. Many workflows can be created for each workflow type, but only one can be active at any given time.

Workflow Calendar
As part of setting up the Workflow system, you need to configure a Workflow calendar for each Microsoft Dynamics GP company. The Workflow calendar shows which days are work days and which are nonwork days. The Workflow system only counts the work days when calculating a task's due date. For example, suppose you have configured a purchase order workflow and have given Amy, the purchasing manager, three days to act on her workflow tasks. Using a Workflow calendar, if Amy is assigned a purchase order on Thursday, she will have until the end of Tuesday to approve or reject the purchase order. This is because Saturday and Sunday are not counted toward the task's due date. Perform the following steps to configure the workflow calendar: Go to the Workflow web site. Click Administration on the Quick Launch bar. On the Workflow List page click Modify Workflow Calendar. On the Workflow Calendar page select a company from the Current Company list. 5. Select the check box for each day that is typically a work day in the company. The selected month's work days are displayed in white. The non-work days are shaded. Click on any individual day to change its status. 6. Click Save. 1. 2. 3. 4.

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E-mail Settings
It is possible to configure the Workflow system so that users receive e-mail alert messages when tasks are assigned to them, or when documents or batches they have submitted have completed approval processes. An SMTP e-mail client is the only supported e-mail client for workflow tasks and notifications. The e-mail body contains document information and a link to the document via SharePoint. NOTE: To act on a workflow (approve, reject, etc.) through an e-mail, the user must be using Microsoft Office 2007 or later. Use the following steps to specify the e-mail address to be used as the From address on the alert messages: 1. Open SharePoint Central Administration. 2. Click the Application Management tab. 3. Under the SharePoint Web Application Management heading, click Web application outgoing e-mail settings. The Web Application Outgoing E-Mail Settings page is displayed. 4. If the name of the Workflow web application does not appear in the Web Application field, click the down arrow to change the web application. HINT: The workflow web application URL can be viewed in the Workflow Setup window within Microsoft Dynamics GP. 5. In the Outbound SMTP server field, enter the name of your web server. 6. In the From address and Reply-to address fields, enter valid e-mail addresses. 7. From the Character set list, select the character set appropriate for your language. 8. Click OK.

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User Preferences
Once the Workflow system is activated in Microsoft Dynamics GP users may set up their Workflow preferences. Users can specify how and when they want to receive alert messages, and they can delegate their workflow tasks to other users. Perform the following steps to specify how to receive alert messages. 1. Go to the Workflow website. 2. Click My Alerts on the Quick Launch bar. 3. In the Alerts page select a company from the Current Company list in the upper-right corner of the page. 4. Click a workflow type to configure your alert settings for that page. 5. In the Workflow User Alerts page select the Receive a Microsoft Dynamics Desktop Alert check box to receive desktop alert messages when tasks are assigned to you or when a document has completed the workflow process. 6. Select one of the following options to determine the frequency email message will be sent: Send an immediate e-mail (single one-time email per task assignment) Send a daily e-mail summary Send a weekly e-mail summary

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Lab 1.2 Activation

Company: Fabrikam, Inc. Scenario Fabrikam, Inc. has decided to implement workflow to process batch approvals. Workflow in Microsoft Dynamics GP has already been activated. Your job is to activate all batch related workflows.

Challenge Yourself
Activate the batch related workflows. Assign Ken Kunos as the workflow manager.

Need a Little Help?

1. 2. 3. 4. 5. 6. Go to Fabrikam's workflow website. Click Administration on the quick launch. Go to the Select Workflow Types to Use page. Select Fabrikam, Inc. as the company. Activate general ledger, receivables, and payables batch approval. Assign Ken Kunos, Fabrikam's controller, as the workflow manager for all three workflow types.

Step by Step
1. Go to the workflow website by clicking the Workflow tab on Fabrikam's SharePoint portal. 2. Click Administration on the quick launch. 3. In the Workflow List page click the Select Workflow Types to Use button. 4. In the Select Workflow Types to Use page select Fabrikam, Inc. from the Current Company list. 5. Select the check box for General Ledger, Payables, and Receivables batch approval. 6. Assign Ken Kunos, Fabrikam's controller, as the workflow manager for all three workflow types. 7. Click Save.

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Lab 1.3 User Preferences

Company: Fabrikam, Inc. Scenario The workflow system at Fabrikam has been installed and activated. The batch related workflows have been configured and activated. Ken Kunos, Fabrikam's controller, wants to configure his email preferences for the payables management batch approval workflow.

Challenge Yourself
Configure Ken Kunos's e-mail preferences for the payables management batch approval workflow so that he receives a daily summary of the tasks he is assigned to. Each day he would like a summary of all his outstanding tasks.

Need a Little Help?

1. 2. 3. 4. 5. Go to the Workflow website. Go to the Workflow Alerts page. Change the company to Fabrikam, Inc. Go into the Payables Batch Approvals Alerts alert type. Mark the Receive a daily e-mail summary option.

Step by Step
1. Go to the Workflow website. 2. Click My Alerts on the Quick Launch bar. 3. In the Alerts page select Fabrikam, Inc. from the Current Company list in the upper-right corner of the page. 4. Click Payables Batch Approvals Alerts alert type. 5. Select the radio button for Receive a daily e-mail summary. 6. Click the OK button.

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Maintenance
After the workflow system has been installed it may be necessary to perform maintenance on some aspects of the system.

Repair Workflow Files

It is possible for Workflow files to become corrupted for various reasons. Use the following steps to repair the Workflow files installed on your web server: 1. 2. 3. 4. In Control Panel, open Add or Remove Programs. Select Microsoft Dynamics GP Workflow. Click Change. The Modify Installation window appears. Click Repair. The SQL Connection Information window appears. Enter the name of the server containing your Microsoft Dynamics GP databases. Click Next. 5. In the Ready to Repair window click Repair. 6. In the Installation Complete window click Finish.

Remove Workflow
To remove the Workflow from your server, complete the following steps: 1. 2. 3. 4. In Control Panel, click Add or Remove Programs. Select Microsoft Dynamics GP Workflow. Click Change. The Modify Installation window appears. Click Remove. The Ready to Remove window appears. Indicate whether to remove the Workflow site collection.

NOTE: If you are moving the Workflow from one web server to another web server, do not remove the Workflow site collection. If you have installed the Workflow on multiple web servers and are removing a Workflow from one of them, do not remove the Workflow site collection. If you do, the Workflow installations on the remaining web servers will not work. 5. Click Remove to remove the Workflow 6. The Remove Complete window appears. Click Finish.

Change the Workflow Web Site URL

After the Workflow is installed, you may decide to modify your Workflow deployment configuration. For example, you may decide to: Implement Secure Sockets Layer (SSL) for the Workflow web site. Add another Workflow web server to create a load balanced server farm.

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If you modify your Workflow deployment configuration in either of these ways, the URL of the Workflow web site must be changed. For example, assume you have implemented SSL by installing a certificate and a private key on your web server. This means you must change http to https in the Workflow web site URL. The three places where the workflow URL must be changed are: Office SharePoint Server databases SharePoint Central Administration Workflow Setup window

NOTE: If the Workflow installation is repaired, the Workflow web site URL will be reset to the original URL.

Summary
There are three primary server configurations for using the Workflow system. There are six different types of workflow participant roles for users in workflow. In this training we discussed the following: Security Workflow setup and activation Maintenance of the workflow system

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Test Your Knowledge

Test your knowledge with the following questions.

Workflow Architecture and Deployment

1. Which of the following server configurations provide the best security and performance for administration of Workflow? ( ) Multiple servers hosting the web services for Microsoft Dynamics GP and SharePoint ( ) A single web server separate from another server hosting Microsoft Dynamics GP and SharePoint ( ) A single server hosting web services, Microsoft Dynamics GP, and SharePoint on the same machine ( ) Run Microsoft Dynamics GP from an Xbox 360 and then use a single server for your web services and SharePoint 2. Which of the following components consist of the Microsoft Dynamics Workflow system? Mark all that apply. ( ) Web service ( ) Server components ( ) Business Portal ( ) Web site

Install Workflow
3. Which of the following services must be started on the server to start the Workflow installation wizard? Mark all that apply. ( ) Windows SharePoint Services Timer ( ) Microsoft SQL Analysis Services ( ) Microsoft SQL Reporting Services ( ) Windows SharePoint Services Administration 4. Which of the following rights must the user performing the installation have to run the Workflow installation wizard? Mark all that apply. ( ) Administrator rights for SQL Server ( ) Administrator of the Dynamics Security Admin Service ( ) Administrator rights on the server ( ) Permission to manage SSP user profiles

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Interacting with the Workflow System
5. Which of the following application interfaces can be used to interact with the workflow system? Mark all that apply. ( ) Microsoft Outlook ( ) Microsoft PerformancePoint Server ( ) Office SharePoint Server ( ) Microsoft Dynamics GP

Workflow Participants
6. Which of the following workflow participants may create a new workflow? Mark all that apply. ( ) Workflow manager ( ) Approver ( ) Originator ( ) Workflow administrator 7. Which workflow participants can act on any workflow task not assigned to them? Mark all that apply. ( ) Approver ( ) Workflow manager ( ) Workflow administrator ( ) Delegate

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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from this chapter: 1.

2.

3.

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Solutions
Test Your Knowledge
Workflow Architecture and Deployment
1. Which of the following server configurations provide the best security and performance for administration of Workflow? () Multiple servers hosting the web services for Microsoft Dynamics GP and SharePoint ( ) A single web server separate from another server hosting Microsoft Dynamics GP and SharePoint ( ) A single server hosting web services, Microsoft Dynamics GP, and SharePoint on the same machine ( ) Run Microsoft Dynamics GP from an Xbox 360 and then use a single server for your web services and SharePoint 2. Which of the following components consist of the Microsoft Dynamics Workflow system? Mark all that apply. () Web service () Server components ( ) Business Portal () Web site

Install Workflow
3. Which of the following services must be started on the server to start the Workflow installation wizard? Mark all that apply. () Windows SharePoint Services Timer ( ) Microsoft SQL Analysis Services ( ) Microsoft SQL Reporting Services () Windows SharePoint Services Administration 4. Which of the following rights must the user performing the installation have to run the Workflow installation wizard? Mark all that apply. () Administrator rights for SQL Server () Administrator of the Dynamics Security Admin Service () Administrator rights on the server () Permission to manage SSP user profiles

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Chapter 1: Workflow Administration

Interacting with the Workflow System
5. Which of the following application interfaces can be used to interact with the workflow system? Mark all that apply. () Microsoft Outlook ( ) Microsoft PerformancePoint Server () Office SharePoint Server () Microsoft Dynamics GP

Workflow Participants
6. Which of the following workflow participants may create a new workflow? Mark all that apply. () Workflow manager ( ) Approver ( ) Originator () Workflow administrator 7. Which workflow participants can act on any workflow task not assigned to them? Mark all that apply. ( ) Approver () Workflow manager () Workflow administrator ( ) Delegate

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Workflow in Microsoft Dynamics GP 10.0

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