Workflow for Microsoft Dynamics AX
Important
This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Microsoft Dynamics AX provides workflow functionality that you can use to ensure that documents are processed and approved in a consistent and efficient manner. This article introduces you to the workflow system in Microsoft Dynamics AX and guides you through the process of configuring, extending, and using it.
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Get started Configure Extend Use Troubleshoot View technical reference |
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A workflow represents a business process. A workflow defines how a business document flows through the system by indicating who must process and approve it. Complete the following tasks to become familiar with the workflow system in Microsoft Dynamics AX.
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Learn about new features |
Many new features have been added to the workflow functionality in Microsoft Dynamics AX 2012. For example:
See the associated article to view the full list of new features. |
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Understand key concepts about the workflow system |
The term workflow can be defined in two ways: as a system and as a business process.
These articles explain key concepts and terms that you must understand to configure and use the workflow system. |
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See workflow examples |
You can design and structure a workflow in many ways. These articles provide examples of workflows and explain how documents move through each workflow. |
Workflow with multiple users in a task Workflow with multiple users in an approval step Workflow with a manual decision |
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The following sections will help you configure the workflow system, create individual workflows, and configure the elements within a workflow.
Configure the workflow system
Complete the following tasks to enable workflow functionality in Microsoft Dynamics AX.
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Specify the workflow execution account |
Select a domain account to serve as the workflow execution account. The workflow execution account runs business logic for the application and accesses Microsoft Dynamics AX data. |
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Select number sequences |
An identification number is automatically assigned to every workflow that is created and every instance of a workflow that is generated. The identification numbers are based on number sequences. This article provides information that will help you create number sequences. It also describes how to specify which number sequence is used to generate IDs for workflows, and which number sequence is used to generate IDs for workflow instances. |
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Configure workflow batch jobs |
The workflow system uses batch jobs to process messages, determine due dates for work items, and process notifications for line items. See these articles for step-by-step instructions that explain how to create a batch group and configure batch jobs. |
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Set up users for the workflow system |
To make sure that Microsoft Dynamics AX users can participate in workflow processes, you must complete the following tasks:
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Configure email settings |
You can configure Microsoft Dynamics AX to send email messages to users when workflow-related events occur. For example, email messages can be sent to users when documents are assigned to them for approval. See the associated article to configure email settings for the workflow system. |
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Configure work item queues |
A manual task can be assigned to a work item queue, which is a collection of documents that require processing. Every work item queue must have users assigned to it who are responsible for monitoring the queue and processing the documents that are in it. |
Configure workflows
Complete the following tasks to create and configure business processes, or workflows, in the workflow editor.
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Create a workflow |
Creating a workflow involves opening the workflow editor, dragging the workflow elements you want to use onto the canvas, and configuring properties. The associated article will walk you through this process. |
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Configure the properties of a workflow |
To configure the properties of a workflow, open the workflow in the workflow editor. Click the canvas of the workflow editor and then click Properties to open the Properties form. You’ll need to enter a name for the workflow, specify when the workflow should be used, and specify when notifications regarding this workflow should be sent to users. |
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Specify default workflows |
You can create multiple workflows of the same type. For example, you can have the following purchase requisition workflows:
When you have multiple workflows of the same type, you must specify which workflow is the default workflow. Documents that do not meet any of the activation conditions are processed by the default workflow. |
Configure the elements of a workflow
A workflow consists of elements, such as a task or an approval process. The information in the following table will help you learn more about the elements and configure them.
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Learn about the workflow elements |
A workflow may consist of several types of elements. For example, a workflow may consist of a manual task, an approval, and a conditional decision. This article describes each type of element and explains why you’d want to use each element. |
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Configure an element |
These articles explain how to configure the properties of each workflow element. |
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Complete the tasks in the following table to add workflow functionality to a module in Microsoft Dynamics AX.
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Learn about the development process |
Workflow is defined as the movement of documents or tasks through a work process. In Microsoft Dynamics AX, the focus of workflow is on approval and task-oriented workflows. The developer role in Microsoft Dynamics AX is primarily to add workflow to existing business documents or create new documents that support workflow. These topics describes what the workflow life cycle is and the developer role for a workflow in Microsoft Dynamics AX. |
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Review security considerations |
Security in workflow is part of the standard security implementation in Microsoft Dynamics AX. This topic describes specific workflow security considerations. |
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Create a workflow type |
To add workflow support for a document in Microsoft Dynamics AX, you must create a workflow type. This section describes the procedures to create a workflow type in Microsoft Dynamics AX. The workflow type can then be used to create workflow configurations for the document the Microsoft Dynamics AX. |
How to: Create a Workflow Category How to: Create a Query for a Workflow Type How to: Create a New Workflow Type How to: Create a Workflow Document Class How to: Create a SubmitToWorkflow Class How to: Associate a Workflow Document Class with a Workflow Type |
Enable workflow functionality in a module |
To enable a Microsoft Dynamics AX workflow for a new or existing application module, you must complete a series of required steps and then, depending on application requirements, complete additional steps. This topic describes the required steps to add workflow to your application. |
Requirements for Enabling Workflow in an Application Module How to: Enable a State Model for a Workflow Document How to: Enable Workflow Submission How to: Enable a Form or List for Workflow How to: Create a New Module with Workflow How to: Activate a Workflow from a Workflow Type |
Create tasks, automated tasks, and approvals |
After you create a workflow type, you continue the process for creating a Microsoft Dynamics AX workflow by adding tasks, automated tasks, and approvals to the workflow type. A task is a workflow element with a single step defined in the Application Object Tree (AOT) that is used to implement task-based processes. An automated task is a workflow element used to invoke X++ code within the application without requiring user intervention. An approval is a specialized task that can have multiple steps defined in the AOT that is used to implement approval processes. You create tasks, automated tasks, and approvals in separate AOT nodes and then, you can add them to the workflow type Supported Elements node. The same tasks and approvals can also be added to different workflow types. |
How to: Associate an Action Menu Item with a Workflow Task or Approval Outcome How to: Associate a Display Menu item with a Workflow Task or Approval How to: Add a Task, Automated Task, or Approval to a Workflow Type |
Implement workflow events |
Microsoft Dynamics AX workflow uses events to initiate business logic in your application. For example, the workflow type has a property event handler for business logic when a workflow is started. Workflow tasks and approvals have started and canceled property event handlers and also an event handler for each outcome type. This section describes workflow events and how to implement them in your application. |
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Create line-item workflows |
Microsoft Dynamics AX lets you configure workflows for the line items in a document. For example, you can have a workflow for the line items in the purchase requisition document. The line items can use the same workflow, or they can each use a separate workflow. The following topics describe how to create a line-item workflow. |
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Create a custom workflow provider |
Workflow providers in Microsoft Dynamics AX provide application-specific data for a workflow at runtime. The application data provided can include the following:
The following topics describe the workflow providers in Microsoft Dynamics AX, the programming interface for each provider, and how to create a customized version of a provider. |
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The information in the following table will help users in your organization complete workflow-related tasks, such as submitting documents for approval, or reviewing the status of a document that was submitted for approval.
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Configure the workflow notification options |
Notifications may be sent to you when workflow-related events occur. For example, a notification may be sent to you when a document is assigned to you for approval or when the workflow process is completed for a document that you submitted. You can specify how you want to receive workflow notifications. |
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Submit a document for approval |
To submit a document to the workflow system for processing, click the Submit button in the form that you are working in. For example, to submit a purchase requisition, click the Submit button in the Purchase requisitions form. |
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View the status and history of a document that you submitted |
To view the status and history of a document that you submitted for processing, use the Workflow history form. Click Home > Inquiries > Workflow > Workflow history. |
View the status and history of a document that you submitted |
Recall a document from the workflow process |
To stop the workflow system from processing a document that was submitted, you must recall the document. |
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Respond to work items |
Work items are workflow-related tasks that are assigned to you. For example, you may have to approve a document, make a decision about a document, or complete a task that is associated with a document. These articles explain how to respond to the work items that are assigned to you. |
View your work items in a workflow |
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The following table points to troubleshooting resources.
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Troubleshoot common problems |
This topic describes common problems that can occur when you develop and test a workflow in Microsoft Dynamics AX. |
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Microsoft SQL Server Reporting Services (SSRS) reports and a Microsoft SQL Server Analysis Services (SSAS) cube are available to help you monitor and manage workflows. Technical reference content is available that provides details about these reports and the cube.
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View technical content about workflow reports (SSRS) |
Microsoft Dynamics AX includes reports that can help you track the history and current status of business processes in your organization. |
Workflow automation report (WorkflowAutomationReport) Workflow elements automation report (WorkflowElementsAutomationReport) Workflow elements performance report (WorkflowElementsPerformanceReport) Workflow instance by status report (WorkflowInstanceByStatusReport) Workflow participants performance report (WorkflowParticipantPerformanceReport) |
View technical content about the workflow cube (SSAS) |
The workflow cube provides data that can help you track the performance and degree of automation associated with business processes in your organization, which will enable you to identify processes that have become inefficient. |
Workflow cube (WorkflowCube) for Microsoft Dynamics AX 2012 R2 |