Workflow in NAV 2016

Hi All,

Workflow NAV 2016

You can set up and use workflows that connect business-process tasks performed by different users. System tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks. Requesting and granting approval to create new records are typical workflow steps.

In the Workflow window, you create a workflow by listing the involved steps on the lines. Each step consists of a workflow event, moderated by event conditions, and a workflow response, moderated by response options. You define workflow steps by filling fields on workflow lines from fixed lists of event and response values representing scenarios that are supported by the application code.

1) Before you create workflows you must setup workflow users.

Go to Workflow User Groups and define the users which will be part of this workflow. This is necessary, for example, to specify who will receive a notification to act on a workflow step.

See below for the screenshot :
To select user's here you need to add the user's first in Approval Users Page.





2) Setting Up Workflow Notifications :

All workflow notifications are sent through a job queue. Make sure that the job queue in your installation of Microsoft Dynamics NAV is set up to handle workflow notifications, and that the Start Automatically From NAS check box is selected.

Notification Method can be by Email or Note.


3) Notification Setup and Notification Schedule :

Here I am setting up notification for Approval. Below is the screenshot for Notification setup.









4) Setup SMTP E-Mail





5)  Creating Work flows
Below is the Screenshot for default Purchase Order workflow created from Workflow Template, you can define new workflow based on your requirement.

Here as  you can see you can create multiple steps based on some event.



You can select the event by clicking on Event field





For ex : If a document is rejected what should be the response for it that can be defined here.

Also, you can give Condition/Filters for an event as shown below in the screenshot.




For creating Approval Request and follow Approval Chain you select "Create an approval request for the record using approver type %1 and %2" . 

Below Options for the selected Response tab will be activated . (Please see Workflow Response/Event Combination Page for more information on predefined responses based on Events)

You can select the Appover Type based on your requirement. We have 3 options.
Approver Type : Salesperson/Purchaser, Approver, Workflow User Group.




If you select Approver Type as Workflow User Group, then Workflow User Group Code will get visible and you can select Workflow User Group defined. 

The Approval Process will follow the Workflow User Group Sequence.




Now if you select Approver Type as Approver  or Salesperson/Purchaser, then Approval Limit Type will get visible and you can select below options :

1) Approver Chain  : Specifies that approval request entries are created for all the requester’s approvers up to and including the first qualified approver

2) Direct Approver  : Specifies that an approval request entry is only created for the requester’s immediate approver, regardless of the approver’s approval limit.

3) First Qualified Approver : Specifies that an approval request entry is only created for the requester’s first qualified approver



For Ex: 
Requester 1 requests approval of a purchase invoice with an amount of 900.

The following approval user setup exists.

User	Approver	Approval Limit
Requester 1	Approver 1	100
Approver 1	Approver 2	500
Approver 2	Approver 3	1000

Note that Approver 2 is the only qualified approver.

Approval request entries are created as follows, depending on the option in the Approver Limit Type field:

• Approver Chain: Approval request entries are created for Requester 1, Approver 1, and Approver 2, although only Approver 2 can approve the request.

• Direct Approver: An approval request is created for Approver 1.

• First Qualified Approver: An approval request entry is created for Approver 2.

Once the above setup is done you can start doing transactions to see the Notifications.



To create a New Workflow Event and Response, and Register it in Workflow Response/Event Combination. Please refer below MSDN link for detailed explanation.

https://msdn.microsoft.com/en-us/library/mt574349(v=nav.90).aspx



1) Workflow Response/Event Combination : Here you define the Responses for an Event.




 2) Workflow Hierarchies






Thanks & Regards,
Nandesh Gowda