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1.  GP Workflow Approvals for GL

SILVER CONTRIBUTOR
Posted 8 days ago
Edited by Jennifer Peterson 8 days ago
We are trying to implement GP workflow in 2016R2 and have a couple of questions:
1.  If someone has a lot of batches to approve, is there a way to do it en masse instead of batch-by-batch?  We haven't been able to use Series Post since we are using workflow.

2.  Is there a way to set conditions on workflow in GP?  For example, if we have 2 accountants and they report to different people, can their batches be approved by their appropriate supervisor?

3.  Is there a way to turn off email notifications for workflow?

4.  Currently, when our users get the email notification, the hyperlinks for Approve, Reject, Delegate take them to the web client (which I suppose is great if that's all you are using).  Is there a way to change that?

5.  Lastly, is there a way to set the workflow that if a manager APPROVES a workflow, that it is automatically POSTED?  Right now, there's 3 steps....the user submits, someone approves, someone posts.

If someone can point us even in the direction of some good, comprehensive documentation or training for GP workflows, that would be great.  A lot of our set up on it has been trial and error.

Thanks!

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Jennifer Peterson
Muscatine Power & Water
Muscatine IA
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2.  RE: GP Workflow Approvals for GL

GOLD CONTRIBUTOR
Posted 7 days ago

1. If someone has a lot of batches to approve, is there a way to do it en masse instead of batch-by-batch? We haven't been able to use Series Post since we are using workflow.
Jennifer Peterson,  11-14-2017 01:20 PM
No, there is no mass approve for workflow, each batch must be individually approved.  Once the batches are approved, you can use a 3rd party product like Post Master, or multi batch post and print from Mekorma to post more than one batch.


2. Is there a way to set conditions on workflow in GP? For example, if we have 2 accountants and they report to different people, can their batches be approved by their appropriate supervisor?
Jennifer Peterson,  11-14-2017 01:20 PM
Yes.    If you active directory is setup correctly, you can just tell it to use hierarchical
routing, rather than listing a specific person.  But if their manager is not properly configured in AD that may not work.    Since the GL does not have a "requested by" field like purchase reqs do, you can't key off that field to route to different managers.  You may have to have your users name their batches uniquely, i.e. SALLY-1234, JOHN-5678 and so for your condition you would say when batch ID begins with SALLY route to Sally's Manager, when batch ID begins with JOHN route to John's manager.
3. Is there a way to turn off email notifications for workflow?
Jennifer Peterson,  11-14-2017 01:20 PM
Yes, just uncheck the email box on the workflow step and it won't email the approver.  By default it should be unchecked.  You can also turn off the notifications to the requester for each workflow type for the various items such as workflow submitted, workflow rejected, etc.
4. Currently, when our users get the email notification, the hyperlinks for Approve, Reject, Delegate take them to the web client (which I suppose is great if that's all you are using). Is there a way to change that?
Jennifer Peterson,  11-14-2017 01:20 PM
The URL is configured in tools - setup - system - workflow in the web services URL.  Whoever configured your workflow did so incorrectly because it should point to something like http://gpservername and the port # should be 48620.   Make sure you use the fully qualified domain name of your web services server.  When working properly, when the user clicks on the link it will bring up a comment box for them to enter a comment and then submit.   This works public facing on the internet if you want to expose your web service to the internet.

5. Lastly, is there a way to set the workflow that if a manager APPROVES a workflow, that it is automatically POSTED? Right now, there's 3 steps....the user submits, someone approves, someone posts.
Jennifer Peterson,  11-14-2017 01:20 PM
No.   The whole purpose of having everything go in this fashion is to create an audit trail of the actions performed and when they were performed.   You can always go to connect.microsoft.com and suggest this as a feature, but some people may disagree with that level of functionality.   Also, posting in GP is very complex, and unless Microsoft re-writes the code, it would be very difficult to automatically fire off posting after someone approves a batch.


If someone can point us even in the direction of some good, comprehensive documentation or training for GP workflows, that would be great. A lot of our set up on it has been trial and error.
Jennifer Peterson,  11-14-2017 01:20 PM
There are various Youtube videos out there that are helpful.   Blog posts, google, etc. are your friend.  Microsoft has some they post when they do upgrade documentation about the new GP features.   If you need more comprehensive training, contact your partner, I also offer a 4 hour workflow training to our clients if your partner does not have any specific training on workflow.






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Rob Klaproth
Dynamics Certified Professional
(GP Install & Configure)
Sr. GP Consultant
Armanino, LLP
San Diego, CA
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