Set up Organization administration workflows [AX 2012]

Updated: May 6, 2011

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

As part of the Organization administration setup, you can create workflows to manage cases, to route unattached documents to individuals or work item queues, and to manage signing limit requests.

A workflow represents a business process. It defines how a document flows through the system and indicates who must complete a task or approve a document. There are several benefits of using the workflow system in your organization:

  • Consistent processes — You can define the approval process for specific documents, such as purchase requisitions and expense reports. Using the workflow system helps to ensure that documents are processed and approved in a consistent and efficient manner.

  • Process visibility — You can track the status, history, and performance metrics of a specific workflow instance. This helps you determine whether changes should be made to the workflow to improve efficiency.

  • Centralized work list — Users can view a centralized work list to view the workflow tasks and approvals assigned to them. This work list is available from the Role Center pages in the Microsoft Dynamics AX client and Enterprise Portal.

For an overview of workflow in Microsoft Dynamics AX, see Overview of the workflow system and Workflow concepts. For information about how to set up workflows, see Configuring the workflow system.

The following workflow types are available for Organization administration.


Use this type to

Case management workflow

Create a workflow for cases.

Document handling

Create a workflow for processing unattached documents.

Signing limits workflow

Create a workflow for reviewing signing limit requests.

  1. Click Organization administration > Setup > Workflow > Organization workflows.

  2. On the Action Pane, click New.

  3. Select the type of workflow that you want to create, and then click Create workflow.

  4. In the workflow editor, design the workflow by dragging workflow elements onto the canvas.

  5. Configure each element of the workflow. For more information, see Configuring the workflow system.

  6. Repeat steps 2 through 5 to create additional workflows for Organization administration.

You can assign an approval step to the following groups of participants.

User group



Assign the approval step to members of a group or role.


Assign the approval step to users in a specific organizational hierarchy.

Workflow user

Assign the approval step to users of this workflow.


Assign the approval step to a work item queue.


Assign the approval step to specific Microsoft Dynamics AX users.

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).