Create a Simple Approval Workflow in Microsoft Dynamics AX 2012

Posted on: October 31, 2016 | By: Jarrod Kraemer | Microsoft Dynamics AX/365

Authored by: Chris Rusing

Workflows are a commonly sought after functionality in any new ERP system, but some users may feel that they do not have enough knowledge to try their hand at creating their own workflows.  In this blog post, we will demonstrate how to create a simple journal approval workflow in AX.  These steps should provide you with the building blocks on how to create your own workflows in the future.

Note: This blog will continue with the assumptions that your system has been properly configured to create and run workflows.  Please click here for information regarding that setup.

Since we will be creating a workflow to approve a general journal, you must first go to the address Legal entity> General ledger> Setup> General ledger workflows

Click the New button in the top left corner of the form prompting the Create workflow form to open.  Select ‘Ledger daily journal workflow’ and click Create workflow.  These four types of workflow are available out-of-the-box.

This will open the form in which you will create the workflow.  Notice on the left the Workflow elements column.  These items need to be dragged and dropped into the workflow space to give the workflow functionality.

Since we are creating an approval workflow, let’s drag and drop the ‘Approve daily journal’ item into the workspace.  Also be sure to connect the Start and End items to the Approval item.

First things first, click the Basic settings button at the top of the page and fill in the submission instructions.  The end user will see this at the top of their journal as an alert that it needs to be submitted to a workflow.  Close out of that form when complete.

Next, double click the ‘Approval daily journal’ item and then select Step 1 as shown below.  Once selected, click the Basic Settings button at the top of the form.

In the basic settings tab, fill in the work item subject and also the work item instructions box.  Please feel free to use the Insert placeholder functionality to give the end user greater visibility as to what they are approving (these phrases are designated by the % symbol at the beginning and end of the text).

Next is the Assignment form.  Choose User so that a specific user(s) in the system must approve the journal.