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GP Workflow approval

  • 1.  GP Workflow approval

    Posted Oct 30, 2019 09:00 AM
    To date, we have been using GP Workflow with internal notification via tasks.  Works great.  We would like to expand to email notification and ultimately approvals.  Can this be done "outside" of the network?  We are hosted and do not have an outlook client on the server.  Wondering if anyone has used Gmail to send the notifications (pretty certain I have heard that work) but can you approve/reject from a Gmail account?

    Thanks in advance for your consideration.
    Gary

    #GP2016and2016R2 GP Workflow approval ​

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    Gary Shrader
    The TM Group, Inc.
    Farmington Hills MI
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: GP Workflow approval

    SILVER CONTRIBUTOR
    Posted Oct 31, 2019 01:56 AM
    Hi Gary,
     I have not have great success with getting this to work with clients. It would be recommended that the users are in the network.
    The email functionality is great otherwise.

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    Shannon Mullins
    GPUG Academy Instructor
    Microsoft Practice Director
    Kraft Enterprise Systems
    Brentwood TN
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: GP Workflow approval

    SILVER CONTRIBUTOR
    Posted Oct 31, 2019 07:47 AM
    Hi Gary,

    Yes you can do this with Gmail.  Workflow emails use use an SMTP connection to send so this would work.  As far as approval, you will need GP Web Services installed (the runtime is all you need), you will want to install this with a certificated added to use secure communication and authentication, and you will need the appropriate firewall setup to open the ports for approval.  We have this setup working with clients.

    On other note is we often see the default messages modified when using the approval via email to make sure they have enough information included for the approver to make the decision which may include the edit list, line item detail for POs or attachments as examples.

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    John Kirsch
    Manager
    Wipfli
    Green Bay WI
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: GP Workflow approval

    GOLD CONTRIBUTOR
    Posted Oct 31, 2019 09:17 AM
    Correct, you'll need to use setup such as mentioned in this blog, to get Web Services to use HTTPS/SSL instead of the default HTTP, if you want external users to be able to take action (Approve, Reject, Delegate) workflows through email notifications, when the users are not actually logged onto the internal network or VPN'd in.

    https://community.dynamics.com/gp/b/dynamicsgp/posts/draft-web-services-steps-to-change-web-services-address-from-http-to-https-in-microsoft-dynamics-gp-2010-and-2013

    Once this is setup, in the Workflow Setup window within Dynamics GP, you'll need to enter the host name for the certificate and port number, under Email Actions, instead of the default Web Services server name and port number, which will be reflected in the workflow email action links, as they will change from a default:

           http://serverName:port#/Dynamics/GPService/rest........

                    to something like

           https://certificatehostname:port#/Dynamics/GPService/rest......


    Thanks

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    Derek Albaugh
    Sr. Support Engineer
    Microsoft
    Moorhead MN
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: GP Workflow approval

    TOP CONTRIBUTOR
    Posted Oct 31, 2019 09:04 PM
    Hi Gary,

    Everything Derek said should be a good basis to get you going.  We have a client on Cyberlink and I sent Derek's instructions to them last year and they implemented it for their Purchase Req workflow.  For the most part it works, just keep in mind one thing.  Each time the employee clicks on the link in their email they will have to enter their user name and password on the hosting company's server, NOT their user name and password for GP, nor their user name and password for your company's domain.

    For example, if on Cyberlink/roseasp you would enter the login you use to get to Citrix:
    roseasp\yourlogin in the username box for the approval login

    If dataresolutions it would be the login you use to go to Citrix:
    datacenter\yourlogin

    Njevity is the login you use to open the remote desktop window:
    njevitytogo\yourlogin


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    Rob Klaproth
    Dynamics Certified Professional
    (GP Install & Configure)
    Sr. GP Consultant
    Nominated for GPUG All-Star 2019, Vote here 8/30: https://www.surveymonkey.com/r/GPUGAllStar2019Voting
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: GP Workflow approval

    Posted Nov 01, 2019 09:35 AM

    Thanks to all for the great responses.  I am tied up this week but will definitely be testing next week and let you know if I have any issues.  Again, thank you.

    Gary



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    Gary Shrader
    The TM Group, Inc.
    Farmington Hills MI
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    Academy - Online Interactive Learning from Experts


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