Workflow Delegations under User Preferences, Access Denied for Limited Users

One of the most important features introduced recently in Dynamics GP is precisely workflow 2.0 and the ability to manage various workflow-associated tasks through the web client. As for requisitions specifically, Limited users were introduced to let the users enter and approve requisitions, which seems perfectly superb.

 

Workflow Delegations - User Preferences

 

In order to manage delegations, users are supposed to fill out the user from the Active Directory, who is supposed to approve/reject on behalf of them. There are precisely two issues which are encountered when using this window which are:

1. Once the window is open, and the option "Automatically delegate my workflow tasks to "  is checked, closing the window becomes impossible unless the "Delegate to" field is filled out. As shown below, the system doesn't allow you to close the window giving an error that "A delegate must be selected"
   
   

   

   Select a delegate warning Message

   
   
2. The delegate to "lookup" is not part of the limited users privileges, it can only be granted to full users.

The security task associated with the lookup window can be seen under "Microsoft Dynamics GP Product, Windows Types, System Series and Full User Type". If you choose the Limited user, the Directory Account Lookup is not included, which is why it can not be granted to limited users.

Workflow Delegation - Lookup button

Security Privilege Error - on Lookup button

Directory Account Lookup - Security Task

 

 

 

 

 

Work-around Solution (Workflow Delegation Lookup)

 

Although limited users can not open the lookup in order to search for a specific user in the Active Directory, they can still type in the "Delegate to" field and pick a specific user from the AD. For instance, if you want to delegate tasks to a user in the AD with the name "Mahmoud Saadi", type in the very initial characters of the name and then press Tab, the system will automatically retrieve the first name from the AD. 

This is definitely invalid when you have multiple users in the AD with the same account name, which will result with retrieving incorrect accounts. 

I have submitted my feedback on MSConnect to be consider by Microsoft Support team, ID: 2339798 on this Link.

Best Regards,
Mahmoud M. AlSaadi

Take Ten 10@10 – Reduce Stress with Dynamics GP Power Tools | MVP David Musgrave

Since it was initially released as the Support Debugging Tool, it has always been a relief for Dynamics GP administrators especially when it is related to tough security requests and other administrative tasks. Recently, it has been enhanced and delivered as the GP Power Tools. 

For that purpose, MVP David Musgrave has offered the GP Community to register for an interesting and absolutely useful session for the GP Power Tools, Take Ten 10@10 – Reduce Stress with Dynamics GP Power Tools 

"Take 10 minutes out of your busy day to have a quick demonstration of how GP Power Tools can reduce stress and make your life easier. Register for the Take Ten 10@10 – Reduce Stress with Dynamics GP Power Tool session."

Best Regards, 

Mahmoud M. AlSaadi

Requisition Management - Data Flow and Associated Tables

In the previous post, I have talked about the importance of "Maintaining History" for requisitions in Dynamics GP. I will proceed with providing a comprehensive diagram for the data flow in the Requisition module of Dynamics GP.

Table Structure and Process Flow

Best Regards, 
Mahmoud M. AlSaadi

Rule of Thumb | Maintain Requisition History

There is an important piece of setup when using the requisition management that is supposed to be checked after every single deployment of the module, it is simply the "Maintain History" option for requisitions. When upgrading from previous versions, this option might not be checked by default. 

• Go to Microsoft Dynamics GP > Tools > Setup > Purchasing > Purchase Order Processing.
• Under Maintain History section, check the option for "Requisitions" as illustrated below in the screen shot.

  

  Purchase Order Processing Setup

Requisition Tables Structure

The following are the primary requisition tables:

• POP10200  -- Open Purchase Requisition Header
• POP10210  -- Open Purchase Requisition Details
• POP30200  -- History Purchase Requisition Header
• POP30210  -- History Purchase Requisition Details 
• sop60100   -- Requisition and Purchase Order Link

Primary Requisition Tables

Purchasing requisition/ multiple requisition and Maintain History 
 

In case the "Maintain History" is checked for requisitions, the data is archived in the history tables once a requisition is purchased. Otherwise, the data will be completely removed from the open tables, leaving only a record/records in the SOP60100 table (Requisition and Purchase Order Link)

Important Note !

When "maintain history" is not checked, the system allows you to re-use the same requisition number after being purchased. Although, once you purchase the requisition, the convert to PO window will retrieve no data, since there is an existing record in the SOP60100 indicating that the requisition number has already been purchased.

Best Regards,
Mahmoud M. AlSaadi

Error when using the Workflow E-mail Actions "The server encountered an error processing the request"

In this post, I am sharing an error related to the workflow e-mail actions with the new Dynamics GP Workflow - e-mail actions. The scenario of the case is illustrated below:

• Requisition Management is deployed and used heavily across the departments
• Requisition Management workflow is activated
• Approvals, rejections or delegations is mostly managed through the e-mail actions

All the users are working without any reported issues, except for a specific user that is not able to use the e-mail actions at all. 

1. The user receives an e-mail for a specific requisition with all the associated details, in order to be approved, rejected or delegated.
   
   

   

   Workflow E-mail

2. As the user clicks on the appropriate actions; any of the actions, the internet explorer opens with an error. "The server encountered an error processing the request. See server logs for more details"
   

   

   Workflow e-mail Actions Error

After thorough troubleshooting, it appears that the internet explorer on this specific machine is the root cause of the error, since other users are working smoothly without any reported issues. The setting to be checked is illustrated below:

• On the Internet Explorer, Click on Settings > Internet Options
• On the General Tab, Under Appearance Section, click on "Languages"
• Make sure that the "English" is added under the (Language Preferences)
• As shown below, this specific machine had the "Arabic" added instead of "English" which is why the e-mail action was not working. The issue was resolved as soon as the "English" is added.

Language Preferences - Arabic

Language Preferences - English

Best Regards,
Mahmoud M. AlSaadi