workflows - installation and configuration 2009

AX 2009Workflows Installation and Configuration

Sumit Loya3/21/2009

Table of Contents1. WORKFLOW INSTALLATION .................................................................................................................. 4 1.1 1.2 1.3 Prerequisites ................................................................................................................................. 4 Configure Workflow accounts ...................................................................................................... 4 Select a Web site for Workflow .................................................................................................... 5 Creating a new Site ............................................................................................................... 5 Using an existing site............................................................................................................. 5

1.3.1 1.3.2 1.4 1.5 2.

Install Workflow ............................................................................................................................ 6 Add the Workflow Web site to the list of trusted sites ................................................................ 7

SETTINGS FOR WORKFLOW SYSTEM..................................................................................................... 8 2.1 2.2 2.3 Run the Workflow Infrastructure Configuration wizard ............................................................... 8 Settings for workflow .................................................................................................................. 12 Set up users ................................................................................................................................. 13 Setup users .......................................................................................................................... 13 Assign users to employee IDs.............................................................................................. 13 Set up the global address book feature .............................................................................. 13 Set up an organization hierarchy ........................................................................................ 13

2.3.1 2.3.2 2.3.3 2.3.4 2.4 2.5

Prepare to Configure Workflows ................................................................................................ 14 Available Workflow templates .................................................................................................... 15 Accounts Payable workflow templates ............................................................................... 15 Accounts Receivables workflow templates ........................................................................ 16 Expense Management workflow templates ....................................................................... 16 General Ledger workflow templates................................................................................... 17 Multiple workflows can be based on the same template .................................................. 17

2.5.1 2.5.2 2.5.3 2.5.4 2.5.5 3.

CONFIGURE WORKFLOW SYSTEM ...................................................................................................... 18 3.1.1 3.1.2 Business Policy .................................................................................................................... 18 Set up approval and spending limits ................................................................................... 18

Create a limit type........................................................................................................................... 18 Specify a default limit amount for each job .................................................................................... 19 Specify a limit amount for each employee ..................................................................................... 21

Microsoft Dynamics AX 2009

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3.1.3 3.2 4.

Configure the Purchase Requisition Workflow ................................................................... 22

Test the Configured Workflow .................................................................................................... 36

MANAGING WORKFLOWS .................................................................................................................. 44 4.1 4.2 4.3 Status and History of Workflow Instances .................................................................................. 44 Cancel a workflow instance ........................................................................................................ 45 Resume a workflow instance ...................................................................................................... 45


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1. WORKFLOW INSTALLATIONThe sections below describe about pre-requisites, steps and procedures required to install workflow system for AX 2009

1.1 Prerequisites1. The user installing workflow system should be a member of the Administrators group in Microsoft Dynamics AX. 2. Ensure that IIS (Internet Information Services) is installed and running 3. Ensure that the system on which workflow has to be installed has a static IP. Setup will not configure the workflows if the IP configuration is not defined. 4. Ensure that all the instances of previous versions of AOS are stopped. 5. Software components you should install: Secure Sockets Layer (SSL) is recommended, but not required, for the Workflow Web site. SSL is a protocol that allows Web servers and clients to communicate more securely through the use of encryption. When SSL is not used, data sent between the client and server is vulnerable to observation by anyone with physical access to the network. 6. Software components the Setup wizard installs: If the following software components are not installed on the Workflow Web server, the Microsoft Dynamics AX Setup wizard will install them for you when you install Workflow. a. Internet Information Services (IIS) b. ASP.NET 2.0 c. Microsoft Dynamics AX .NET Business Connector

1.2 Configure Workflow accountsBefore installing Workflow, you must configure the Workflow system account and the Workflow execution account. The following table provides information about these accounts. Account Description To configure this account Select a domain account or a Microsoft Dynamics AX user in the System service accounts form (Administration Setup Security System service accounts). If you select a domain account, the domain account must: Be a dedicated account (used only for this purpose). Have a password that does not expire.

Workflow The Workflow Web system account server uses this account to communicate with Microsoft Dynamics AX.


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Have minimal access to network resources. Workflow execution account This account is used for running application business logic and accessing Microsoft Dynamics AX data. Select a domain account or a Microsoft Dynamics AX user in the System service accounts form. If you select a domain account, the domain account must: Be a dedicated account (used only for this purpose). Have a password that does not expire. Have minimal access to network resources.

1.3 Select a Web site for WorkflowWhen you install Workflow, you will be asked to select a Web site. You can create a new Web site for Workflow, or you can install Workflow on an existing Web site. The following sections describe these options. Note: If the Web site you use for Workflow runs on a port other than port 80, you must add an exception to Windows Firewall for that port. For more information about Windows Firewall, see the Windows documentation. 1.3.1 Creating a new Site If you want to create a new Web site for Workflow, note the following points: If IIS is already installed on your server, create the Web site at this time. For instructions on how to create a Web site, see the IIS documentation. If IIS is not installed, the Microsoft Dynamics AX Setup wizard will install IIS for you when you select Workflow. After the Microsoft Dynamics AX Setup wizard installs IIS, you can create a site for Workflow as described above. 1.3.2 Using an existing site You can install Workflow to an existing Web site that is used by other applications. However, you must verify that Windows SharePoint Services or Microsoft Office SharePoint Server is not running on the site. If you install Workflow on the Default Web Site in IIS, and you later install Windows SharePoint Services or Microsoft Office SharePoint Server on the server, the SharePoint installation program will stop the Default Web Site and create a new site that runs on port 80. This means you will have to: Configure the Default Web Site to run on a different port. Restart the Default Web Site.


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1.4 Install WorkflowUse the following procedure to install Workflow. If you are installing other Microsoft Dynamics AX components at the same time, the installation screens will vary based on the components you are installing. Note: When you install Workflow, the Setup wizard must be able to connect to a base installation of Microsoft Dynamics AX (application files, AOS, and database) on which the initialization checklist has been completed. The following procedure assumes that you are installing Workflow on a dedicated server where no other Microsoft Dynamics AX components are installed. 1. Start the Microsoft Dynamics AX Setup wizard.

2. Step through the initial wizard pages. 3. On the Select installation type page, select Custom installation. Click Next. 4. On the Select components page, select Workflow. Click Next. 5. On the Install files page, specify where you want the Workflow application files installed. You can accept the default location or click Browse to select a different location. Click Next. 6. On the .NET Business Connector: Select a display language page, select the language in which you would like to first run Microsoft Dynamics AX. Click Next. 7. On the .NET Business Connector: Connect to AOS instance page, enter the name of the AOS server. Click Next. 8. On the .NET Business Connector proxy account information page, enter the password for the .NET Business Connector proxy account. Click Next. 9. On the Workflow: Configure IIS page, select the Web site you want to use for Workflow. (For more information, see Select a Web site for Workflow.) Click Next. The Microsoft Dynamics AX Setup wizard will: a. Create a virtual directory for Workflow. The virtual directory, named MicrosoftDynamicsAXWorkflow50, will be located under the selected Web site in IIS. The content of the virtual directory will be located at \Program Files\Microsoft Dynamics AX\50\Workflow. b. Create an application pool for the virtual directory. The application pool, named MicrosoftDynamicsAXWorkflow50, will run as the .NET Business Connector proxy account. 10. On the Workflow: Specify an AOS account page, enter or select the account the AOS instance is running as. If you have multiple AOS instances, specify the account for each instance. If an AOS instance is running as the Network Service account, format the account name in the following way: Domain\ComputerName$ Click Next.


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11. On the Ready to install page, select the check box if you want to restart IIS after Workflow is installed. Click Install. 12. When the installation is complete, click Finish to close the wizard.

1.5 Add the Workflow Web site to the list of trusted sitesAfter installing Workflow, you must add the URL of the Workflow Web site to the list of trusted sites on the AOS server. This will enable the AOS server to communicate with the Workflow Web services. Complete the following procedure on the AOS server. 1. Open Microsoft Internet Explorer. 2. Click Tools > Internet Options. The Internet Options window is displayed. 3. Click the Security tab. 4. Click Trusted sites. 5. Click the Sites button. The Trusted sites window is displayed. 6. Enter the URL of the Workflow Web site. a. If the Workflow Web server is using SSL, the URL is https://ServerName:PortNumber/MicrosoftDynamicsAX50. b. If the Workflow Web server is not using SSL, the URL is http://ServerName:PortNumber/MicrosoftDynamicsAX50 . c. ServerName is the name of the Workflow Web server. PortNumber is the TCP/IP port that the Workflow Web site is using. 7. Click Add to add the URL to the list of trusted sites. 8. Click Close to close the Trusted sites window. 9. Click OK to close the Internet Options window.


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2. SETTINGS FOR WORKFLOW SYSTEM2.1 Run the Workflow Infrastructure Configuration wizardAs part of setting up the Workflow system, you must run the Workflow Infrastructure Configuration wizard. Note: To run the Workflow Infrastructure Configuration wizard, you must belong to a Microsoft Dynamics AX user group that has the AdminSetup security key enabled. 1. From a Microsoft Dynamics AX client, click Administration Setup Workflow infrastructure configuration wizard. 2. The Welcome to the Workflow infrastructure configuration wizard page appears. Click Next.

3. The Locate the Workflow Web server page appears. Verify the URL of the Workflow Web site.o o

If your Workflow server is using Secure Sockets Layer (SSL), the URL is https://ServerName:PortNumber/MicrosoftDynamicsAX50 . If your Workflow server is not using SSL, the URL is http://ServerName:PortNumber/MicrosoftDynamicsAX50 .


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o o o

ServerName is the name of your Workflow server. PortNumber is the port that the Workflow Web site is using. Click Validate to verify that Microsoft Dynamics AX can communicate with the Workflow Web site. After the URL has been validated, click Next.

4. The Configure the Workflow processing batch job page appears. This batch job retrieves messages from the message queue and sends them to the Workflow server for processing. Select a batch group (Create a new batch group for workflows if required) and click Next.


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5. The Configure the workflow due date batch job page appears. This batch job reviews the documents in the message queue and sends information about due dates to the Workflow server for processing. Do the following:o o o

Select a batch group (Create a new batch group for workflows if required). Specify how often you want the batch job to run by entering a number of hours. Click Next.


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6. Click Finish to close the wizard.


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7. Verify that the batch jobs are created and are in Waiting state.

2.2 Settings for workflowSetup the workflow parameters from Basic Setup Settings for workflow form. You can specify following information in this form. Repeat this process for each company. Field Approval and task notifications Workflow runtime URL Description Select a template for e-mail notifications. Notifications will be sent to users when tasks or documents are assigned to them. Verify that the URL is correct. If your Workflow server is using SSL, the URL is https://ServerName:PortNumber/MicrosoftDynamicsAX50 . If your Workflow server is not using SSL, the URL is http://ServerName:PortNumber/MicrosoftDynamicsAX50 . ServerName is the name of your Workflow server. PortNumber is the port that the Workflow Web site is using. The object for which a number sequence must be selected. Select a number sequence code for the Configuration Id and Instance Id.Note: The number sequence code that you select will be used to generate the configuration IDs assigned to workflows. You can view the configuration ID of each workflow on the Workflow configuration form.

Reference


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2.3 Set up usersBefore configuring workflows, you must set up Microsoft Dynamics AX users, assign the users to employee IDs, and set up the global address book feature. 2.3.1 Setup users Create all the required users from Administration Users form. Ensure that each user is given proper rights. 2.3.2 Assign users to employee IDs After you set up users, you must assign each user an employee ID. This is done by specifying user relations. When you specify user relations, you identify a user's relationship to your organization. Users can be internal, such as employees, or external, such as vendors, customers, or business relations. 1. Click Administration Setup User relations. 2. On the Overview tab, click the Wizard button. Complete the steps in the wizard. 2.3.3 Set up the global address book feature The global address book feature allows you to share address book information (such as employee names, addresses, and phone numbers) among companies. The Global address book (GAB) can help you in understanding the relationships of people and organizations associated within the company. For example, you may have a customer who is also a lead in a marketing campaign, or you could have employees who are also listed as customers. There are two ways that you can enter records in the GAB. When first entering a record for a person or organization, you may not know how they will be interacting with the company or you may know that they will apply more than one entity. When this is the case, you can create a record in the GAB and enter the entity later. If you do know the entity that the person or organization will be, such as a customer or competitor, you can create a record in the corresponding form. When you do this, a record will automatically be created in the GAB. 2.3.4 Set up an organization hierarchy To set up an organizational hierarchy, you must set up employees, jobs, and positions. This setup falls under Human Resources Setup and falls out of the scope of this document. Note: You need to ensure that you create Organizations and create jobs for each organization and attach them to positions. These positions are then mapped to each employee.


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2.4 Prepare to Configure WorkflowsThe best way to prepare for setting up the Workflow system is to create diagrams illustrating the workflows that you want to create. We recommend that you 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 elements occur. The users who are assigned to each task and approval step. The conditions under which each workflow element is required. For example, your diagrams may look similar to the following workflow diagram.


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2.5 Available Workflow templatesThe first step in creating a workflow is to select a workflow template as the base for your workflow. You can then customize the workflow by adding and configuring tasks, approval processes, and subworkflow processes. The following templates are provided with Microsoft Dynamics AX. Note: Creation of Workflows and workflow templates is out of the scope of this document. Creating a workflow requires development and X++ knowledge. This document is solely meant to just install and configure the workflow system. Creating a workflow shall be covered in another document. 2.5.1 Accounts Payable workflow templates The Accounts Payable module provides the following workflow templates. Workflow template Project purchase requisition approval Purchase requisition approval Vendor bank remittance template Vendor disbursement template Vendor draw promissory note template Invoice approval journal template Vendor invoice recording template Invoice register template Vendor redraw promissory note template Vendor settle promissory note template Use this template to Create project purchase requisition approval workflows.

Create approval workflows for purchase requisitions.

Create approval workflows for vendor bank remittance journals.

Create approval workflows for vendor disbursement journals.

Create approval workflows for vendor draw promissory note journals.

Create approval workflows for invoice approval journals.

Create approval workflows for vendor invoice recording journals.

Create approval workflows for invoice register journals. Create approval workflows for vendor redraw promissory note journals.

Create approval workflows for vendor settle promissory note journals.


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2.5.2 Accounts Receivables workflow templates The Accounts Receivables module provides the following workflow templates. Workflow template Customer bank remittance template Customer draw bill of exchange template Customer payment template Customer protest bill of exchange template Customer redraw bill of exchange template Customer settle bill of exchange template Use this template to Create approval workflows for customer bank remittance journals.

Create approval workflows for customer draw bill of exchange journals.

Create approval workflows for customer payment journals. Create approval workflows for customer protest bill of exchange journals. Create approval workflows for customer redraw bill of exchange journals. Create approval workflows for customer settle bill of exchange journals.

2.5.3 Expense Management workflow templates The Expense Management module provides the following workflow templates. Workflow template Cash advance request template Expense template Non-project line item workflow template Project expense line workflow template Use this template to Create approval workflows for cash advance requests in Expense Management. Create approval workflows for documents in Expense Management. Create approval workflows for non-project line items in Expense Management. Create approval workflows for project expense line items in Expense Management.


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2.5.4 General Ledger workflow templates The General Ledger module provides the following workflow templates. Workflow template Allocations template Daily template Eliminations template Fixed assets budget template Post fixed assets template Use this template to Create approval workflows for allocations journals. Create approval workflows for daily journals. Create approval workflows for eliminations journals. Create approval workflows for fixed assets budget journals. Create approval workflows for fixed assets journals.

2.5.5 Multiple workflows can be based on the same template You can create multiple workflows that are based on the same template. For example, you could create a purchase requisition workflow for each country or region in which you operate, such as Purchase Requisitions Denmark and Purchase Requisitions Spain. When you have multiple workflows that are based on the same template, you need to specify when each workflow should be used. Continuing with the example, you would need to specify that: Purchase Requisitions Denmark should be used when: country/region is DK (Denmark) Purchase Requisitions Spain should be used when: country/region is ES (Spain)


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3. CONFIGURE WORKFLOW SYSTEMTo see the working and configuration of workflows, we will take an Example of Purchase requisition workflow and see how workflows work. For a more generic and detailed explanation on configuring workflows please read Help System and Application Setup System and Application Setup System setup Workflow setup Configure a workflow chapter in the help system. The section below describes the example business policy that we will be configuring for Purchase requisition. 3.1.1 Business Policy In a typical approval scenario someone creates a new transaction, like a purchase requisition and submits it for approval, then the system determines if anyone s the user(s) and waits for them to complete the approval. When the Purchase requisition has been submitted it is validated against the configured business policy. If the business policy is violated a Task is automatically created. The Task will create and assign a Work Item to a user that can correct the issue. Once validated the purchase requisition must be approved. The processes below describe the business policy for purchase requisition. All purchase requisitions must have a valid vendor account assigned and no items must have a purchase price of 0 (zero). All purchase requisitions with a total amount less than USD 1000 can be automatically approved. All purchase requisitions with a total amount greater than USD 1000 must be approved by the Purchasing Manager. This type of business policy falls under the category of Hierarchy-based work flows. The next few sections describe about the setups required for implementing this business policy. 3.1.2 Set up approval and spending limits You can set up approval limits and spending limits, and assign a task or approval step to employees based on these limits. Complete the following procedures to set up approval and spending limits. Create a limit type A limit type is an approval limit or spending limit associated with a specific document type. For example, you can create an approval limit for purchase requisitions, or a spending limit for expense reports. Use the following procedure to create a limit type. 1. Open the Limit types form (Basic Setup Limit types). 2. Press CTRL+N to create a new line.


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3. In the Limit ID field, enter an identification code for the limit. For example, if you are creating an approval limit for purchase requisitions, you may want the limit ID to be PurchApprovalLimit. The limit ID cannot contain any spaces. 4. In the Limit type field, select Approval limit or Spending limit. 5. In the Document type field, select the type of document this limit type applies to. 6. In the Description field, enter a description of the limit, such as Purchase requisition approval limit. 7. Save your changes. See the screen shot below for example

Specify a default limit amount for each job Specify a default limit amount for employees in each job. For example, by default, you may not want purchasing clerks to approve purchase requisitions that are greater than $1000. You may not want purchasing managers to approve purchase requisitions that are greater than $50,000. Use the following procedure to specify a default limit amount for a job. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Open the Jobs form (Basic Setup Job). Select a job and click Setup Limit defaults. The Limit defaults form is displayed. Press CTRL+N to create a new line. In the Limit ID field, select a limit type. In the Default limit field, enter the default amount employees in the selected job can approve or spend (depending on the limit type you selected in the previous step). In the Currency field, select the currency associated with the amount. In the Active date field, enter the date that this default limit amount should go into effect. In the Expiration date field, enter the date that this default limit amount should expire. Save your changes. Repeat this procedure for each job.


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For our example you can set limit defaults for two jobs, one for purchasing agent and other for purchasing manager. See the screen shots below Purchasing agent

Purchasing Manager


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Specify a limit amount for each employee Specify a limit amount for each employee. The amount you enter during this procedure will override the amount that you entered in the previous procedure. Note: This setup is required ONLY if you want to override the limits defined on the job associated with this employee. For example, by default, you may not want purchasing managers to approve purchase requisitions that are greater than $50,000. However, you want Inga, a senior purchasing manager, to be able to approve purchase requisitions up to $100,000. In this case you can override the default limits specified on the job associated with Inga. Use the following procedure to specify a limit amount for an employee. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Open the Employee form (Basic Common Forms Employee Details). Select an employee and click Setup Limits. The Limits form is displayed. Press CTRL+N to create a new line. In the Limit ID field, select a limit type. In the Limit field, enter the amount the selected employee can approve or spend (depending on the limit type you selected in the previous step). In the Currency field, select the currency associated with the amount. In the Active date field, enter the date that this limit amount should go into effect. In the Expiration date field, enter the date that this limit amount should expire. Select the Active check box. Save your changes. Repeat this procedure for each employee.

See the screen shot below


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3.1.3 Configure the Purchase Requisition Workflow After configuring all the workflow, we can now start with configuring the business policy defined in the section 2.6.1 as a workflow for purchase requisition. In order to configure the business policy, traverse to path Accounts Payable Setup Workflow configurations. Follow the procedure described below: 1. Click on New or press Ctrl + N and select the template as Purchase requisition approval. Now click on Create configuration

This creates a new workflow configuration and opens the configuration editor form. 2. On the General tab do the following a. Set Name to My Purchase Requisition Approval b. Specify an Owner of the workflow. (An owner is the user who can manage the workflow) c. Click on button Create instruction d. On this form you can do the following Microsoft Dynamics AX 2009 Page | 22

i. Set the Message text: Type in My purchase requisition ready for approval. Note: Message can be a combination of static texts and placeholders inserted from Available placeholders list. ii. Languages configured: Select the language that you will use when entering the message text.

e. Click on Ok to save the instruction. f. You can also set the conditions on which this workflow can be triggered or started. The General tab of the form should look as shown below:


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3. On the Details tab, select PurchReqComplete (Required) node from Workflow elements tree and do the following: a. In the Task details section of the Details tab, Click on Overview tab and specify following information i. Task name: Enter a unique name for the task say Purchase Requisition Complete ii. Click on Create subject and type Purchase requisition policy violation in the subsequent form. Click on Ok to close the child form. iii. Click on Create instruction and type Verify that purchase requisition has all required data in the subsequent form. Click on Ok to close the child form. iv. Set a time limit: Use the following steps to specify when this task must be completed. Be aware that options that you select here will override the options that you select on the Assignment and Escalation tabs. Specify when this task must be completed. Select one of the following options:Hours if you select this option enter the number of hours in which this task must be completed, and then select the calendar that your organization uses. Days if you select this option enter the number of days in which this task must be completed, and then select the calendar that your organization uses. Weeks if you select this option enter the number of weeks in which this task must be completed. Months if you select this option, select the day and week in which this task must be completed. For example, you may want this task completed by Friday of the third week of the month.


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Years if you select this option, select the day, week, and month in which this task must be completed. For example, you may want this task completed by Friday of the third week of December. If the time limit is exceeded, the system will automatically act on the task. Specify the action (Automatic action to take if timeframe is exceeded) that the system should take. You may need to select a time and time zone, as well.

v. The form should look as shown below

b. In the Task details section of the Details tab, Click on Automatic actions tab and do the following: i. Check the Enable automatic actions check box. ii. Click on the Green + ( ) symbol to add a new line to the condition. iii. Now click on the field to the right of word Where and traverse to menu Purchase Requisition. In this menu traverse to sub menu Purchase requisition lines and select Vendor account. iv. Now click on contains field and select is not operator. v. Now enter a blank value in the field Enter a value (Just click on this field, this is enough to enter a blank value). vi. Click on the Green + ( ) symbol again to add a new line to the condition.


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vii. Now click on the field to the right of word Where and traverse to menu Purchase Requisition. In this menu traverse to sub menu Purchase requisition lines and select Net amount. viii. Now click on = field and select operator. ix. Click on Enter a value field and enter value 0.00 (Zero). x. For the Action field select value Complete. xi. Click on Save icon to save the condition. The form should look as shown in the screen shot below

xii. You can test the condition by clicking on the Test condition button. In the subsequent form you can select a purchase requisition and click on Test. The condition evaluates to TRUE which means that the task would have been automatically completed for the selected purchase requisition. Close the form.


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c. In the Task details section of the Details tab, Click on Assignment tab and setup values for any one of the following options: i. Click on Choose button and select option Role based as Purchase Requisition Complete Role. (For our example set this value) ii. Hierarchy based Select this option if you want the task assigned to users in a specific organizational hierarchy. In order for the system to retrieve a range of names, you need to specify the starting point and ending point of the range.To specify the starting point, select a person from the Start from list. To specify the ending point, click Create stop condition. The Workflow condition editor form is displayed. Enter a condition to indicate where in the hierarchy the system should stop retrieving names. Now that the system has retrieved a range of employee names from the hierarchy, you need to specify which employees the approval step will be assigned to. If you select Assign to all users retrieved, the approval step will be assigned to all employees in the range. If you select Assign only to last user retrieved, the approval step will be assigned to only the last employee in the range. If you select Do not assign to users that meet the following condition, the system will not assign the approval step to users in the range who meet a specific condition. Click Create condition to specify the condition.

iii. User based if you want the task assigned to specific users, click this option and select the appropriate users. iv. Specify how much time a user has to complete this task. Select one of the following options:Hours if you select this option enter the number of hours the user has to complete the task, and then select the calendar that your organization uses.


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Days if you select this option enter the number of days that the user has to complete the task, and then select the calendar that your organization uses. Weeks if you select this option enter the number of weeks that the user has to complete the task. Months if you select this option, select the day and week by which the user must complete the task. For example, you may want the user to complete the task by Friday of the third week of the month. Years if you select this option, select the day, week, and month by which the user must complete the task. For example, you may want the user to complete the task by Friday of the third week of December. If the user does not complete the task in the time allowed, the task is considered overdue and will be escalated according to the options that you select on the Escalation tab.

v. Click on Ok to close the form and save the settings.

d. In the Task details section of the Details tab, Click on Escalation tab and setup values for any one of the following options: i. Do not escalate: (Select this option for our example) Select this option if you want the task to remain assigned to the current user. If the time limit specified on the Overview tab is exceeded, the system will automatically act on the task. (It will take the action that you specified on the Overview tab.) ii. Set an automatic action: Select this option if you want the system to automatically act on the task. From the list, select the action the system should take.


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iii. Escalate to one or more people: Select this option if you want to create an escalation path. The system will automatically assign the task to the users listed in the escalation path. If the users in the escalation path fail to act on the task in the time allowed, the system will automatically act on the task. From the list, select the action that the system should take. e. In the Task details section of the Details tab, Click on Notifications tab and setup the notifications that you may want to receive. For our example do not set any notifications but if you want to set you can set notification for following events i. Complete Select this check box to send notifications when this task has been completed. ii. Delegate Select this check box to send notifications when this task has been assigned to another user. iii. Escalate Select this check box to send notifications when the assigned user has failed to complete the task. iv. Request change Select this check box to send notifications when the assigned user has requested a change to the document that was submitted. v. For each event that you selected, specify who should receive notifications. Do the following:Select the event. Click Choose. The Assignment form is displayed. If you want notifications sent to all users in a specific user group, click the Role based option and select the appropriate user group. If you want notifications sent to specific users, click the User based option and select the appropriate users. Click OK to close the Assignment form.

f.

vi. To enter the text of the notification, click Define and enter the text you want to send with notification. In the Task details section of the Details tab, Click on Advanced tab and setup allowable actions for the workflow. In our case select all the actions. See the screen shot below


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4. Now again on the Details tab, select PurchReqApproval (Required) in the Workflow elements tree and do the following. a. In the Approval details section of the Details tab, Click on Overview tab and specify following information i. Approval name: Enter a unique name for the approval say Purchase Requisition Complete ii. Set a time limit: Specify when this approval must be completed. Settings are similar to as seen in the task configuration. b. In the Approval details section of the Details tab, Click on Automatic actions tab and do the following: i. Check the Enable automatic actions check box. ii. Click on the Green + ( ) symbol to add a new line to the condition. iii. Now click on the field to the right of word Where and traverse to menu Purchase Requisition and select Approval amount. iv. Now click on = field and select

workflows - installation and configuration 2009

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