The other week my boss came to me and said he has decided our company will be going digital (as much as possible). My initial thought was a scene of trying to herd a thousand cats and I laughed. Not the best thing to do to your boss.
We are currently using Dynamics GP 2018 and have been on GP since the year 2000. Anyway, we sat down and discussed what could be possible using Dynamics GP as it is now without adding on any additional software. (He doesn't want his employees to have to learn new software in addition to having to learn how to be digital). After some pondering, I was able to tell him a few things we could start doing now but it's going to hurt. He wants to be ready for a test run come Jan and go official May 1st.
I outlined a few steps, one of which was updating the customer address file because it has not been reviewed/corrected in the 17yrs since we last confirmed information – meaning during this time a lot of customers prefer things emailed and no one has updated it. We have yet to go with WORD templates which I am focusing on.
Our company does some manufacturing/production. We use Sales, Purchasing, Inventory, Financial (Limited), Field Service modules. We DO NOT USE General Ledger (don't ask), or WORKFLOW (we do not require approvals)
With that background, what my boss is envisioning is that instead of passing a file to the next person who needs their hands on it, they set up a task for that person, notifying them that the document in the system is ready for them. I did a test using "Send User Message" and of our 26 GP users, only FIVE claimed to have received the dialog box, with one person having to close several windows looking for it. So I don't have a lot of confidence in that use. However, I did notice that "Send User Message" has the ability to assign a task at the same time it gives someone an alert
We are working on updating our Business Alerts but I'm still reviewing who needs to be notified of what and how best to set it up. I explained to my boss that the alert could show up as TASKS on the home page which means retraining our employees to pay attention to what is on their screen. My boss was wondering, if at the end of the day, Dynamics could automatically send a list of the day's tasks that had been sent to a specific user throughout the day so they could review and make sure they caught everything – and have Dynamics do this automatically. I'm assuming I could use Business Alerts but if a task is completed by a user prior to that being run, they won't see that days' tasks.
I would be curious to know how other companies have gone paperless without the addition of add-on software.
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