WORKFLOW INTEGRATOR MANUAL

Transcription

1 WORKFLOW INTEGRATOR MANUAL

2 Introduction Welcome to Parity Software s Workflow Integrator! Workflow Integrator addresses the business demand for easy to use SharePoint integration as well the ability to dynamically add workflow to any interface within Microsoft Dynamics GP. Symbols and Conventions This manual was written using U.S. English. Please consult the glossary in this manual for definitions of unfamiliar terms. The following symbols are used in the manual to make certain types of information stand out: This symbol indicates helpful hints, suggestions or shortcuts This is a warning symbol. Extra care should be taken when performing processes where this symbol is displayed. The following convention is used in this manual to refer to navigation and other information: File >> Save This symbol (>>) indicates the path or sequence of steps to follow, in order to complete a particular process. This example directs you to go to the File menu and choose Save. Copyright Copyright Manual copyright 2011 Parity Software. All rights reserved. Your right to copy this documentation is limited by copyright law and the terms of the software license agreement. As the software licensee, you may make a reasonable number of copies or printouts for your own use. Making unauthorized copies, adaptations, compilations, or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law. Warranty: Parity Software disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability: The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Parity Software. Parity Software assumes no responsibility of liability for any errors or inaccuracies that may appear in this manual.

3 Neither Parity Software nor anyone else who is involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code.

4 License Agreement Parity Software (PTY) LTD Software License Agreement Carefully read all the terms and conditions of this Agreement prior to installing software. Do not register and activate this software until you have read this entire Agreement. Installing this software indicates your acceptance of these terms and conditions. If you do not agree to these terms and conditions, then return the software and other components of the software package of this product to the place of purchase and your money will be refunded. If you downloaded this software in its demonstration form and you do not agree to the terms of the license, you may retain the software only in its demonstration form solely for the purpose of passing on the demonstration software to another prospective buyer. No refunds will be given for products downloaded off of the Internet that have been registered and activated. Use of this product is covered by a license agreement provided by Parity Software, with the software product. If you have any questions, please call Parity Software on (011) Publication Date: LICENSE: You are granted a personal, nontransferable, and nonexclusive, license to use the enclosed software, under the terms stated in this Agreement. Title, copyright and ownership of the software and any and all related documentation remains with Parity Software (Pty) Ltd (Parity Software). This software and related programs may be used only on a single site licensed for use of Microsoft Business Solutions-Great Plains Standard or Professional Edition, for the number of concurrent users as provided for in the original Microsoft Business Solutions-Great Plains Software registration and purchase. Registration keys can be obtained directly from Parity Software. You may not distribute copies of the registered and activated software or any of the associated documentation to others. The demonstration version of the software may be distributed freely. You may not modify, reverse engineer, de-compile, disassemble or translate the software or related documentation without the prior written consent of Parity Software (Pty) Ltd. 2. BACKUP: You may make backup copies of this software solely for your own use. You must reproduce and include the copyright notice on the backup copies. If all or any portion of this software is included in other software packages, then the copyright notice must appear on these other materials. 3. TRANSFER: You may not transfer this software to any other party. There are no provisions whatsoever for any other transfer, operation, or use of the software by any other party whatsoever except for the

5 original buyer of the product that has been registered with the Parity Software at the time of original purchase and software activation. 4. LIMITED WARRANTY: Parity Software warrants for a period of thirty days (30 days) from the date of receipt that the software covered by this agreement will perform substantially in accordance with the accompanying written documentation. You assume the entire risk as to the results and performance of the software. This warranty gives you specific legal rights and you may also have other rights that vary from country to county. Parity Software makes no claim in regard to the merchantability or suitability for any specific purpose of this or any other software product. 5. ACKNOWLEDGMENT: By registering, activating, and using this product you acknowledge that you have read this agreement, understand it, and agree to be bound by its terms and conditions. You also agree that this agreement is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, verbal or written, and any other communications between the parties relating to the subject matter of this agreement 6. REMEDIES: Parity Software's entire liability and your exclusive remedy shall be at the option of Parity Software, either (a) return of price paid or (b) repair or replacement of the software that does not meet the limited warranty and is returned to Parity Software. If you have need of service or help regarding this software, you should contact the dealer through which the software was originally purchased. There is no obligation to render assistance to you if you are not the owner under which the software is registered, or if the registered user has not purchased a recognized support plan from the vendor of this product. This Agreement will be governed by the laws of the Country of South Africa.

6 Contents 1. Installation Installation Package Setup Workflow Integrator Setup Cards Workflow Object Workflow Task Column Mapping Transactions Creditor Statement Approval Scenario (Example of a Workflow)...16

7 1. Installation 1.1. Installation Package Please note that a dedicated Installation Guide exists for Workflow Integrator. This guide will accompany this manual. Workflow Integrator may be obtained from the Internet. A number of files can be downloaded from our Internet site These files are regularly updated on our web site together with any updates. These files include: the installation package the installation guide the manual and supporting documents These files are usually available as a zipped or PDF file. Take the zip file and unzip into its own directory. When the package is unzipped it will contain the following sub-folders: GP Installation which contains the Chunk File and Workflow Integrator Assembly SharePoint Installation which contains the Workflow Integrator SharePoint Solution

8 2. Setup 2.1. Workflow Integrator Setup Open the Workflow Integrator Setup window (Tools >> Setup >>Workflow Integrator >>Workflow Integrator Setup) Use the Workflow Setup window to set up the product. The Workflow Setup window is divided into two sections: the Global Setup section and the SharePoint List Mapping section. Create your workflow objects before assigning the SharePoint Lists in the SharePoint List Mapping section. You also will need to have created your lists in SharePoint before mapping can take place. Disable Default Messages This disables default program messages from being displayed. Enable SharePoint Workflow This enables this product to function in the company you have logged into. Default SharePoint URL

9 Enter a Default URL that is being used by the SharePoint workflow integrator. It will be used as a default when entering the URL for the workflow objects. Open SharePoint site Click here to open the SharePoint site and validate that it exits. Validate Click on validate to test the workflow integrator connection. Workflow Object ID Select a workflow object from this lookup window that will be used for your workflow in GP. SharePoint URL Enter the SharePoint URL of the SharePoint site that contains the desired SharePoint list. SharePoint List Once the SharePoint URL is selected then this drop-down list will display all available SharePoint list for that site. You then select the appropriate list and this is then mapped to your workflow object. Click on the expansion box to view the Workflow column setup window which must be set up according to the workflow created.

10 3. Cards 3.1. Workflow Object Use the Workflow Object window to set up Object ID to be used within the Microsoft Dynamics GP company. In concept you can set up two types of workflow; either a master file workflow or a transactional workflow. Open the Workflow Object window. (Cards >> Parity Workflow Integrator >> Workflow Object) Main window Workflow Object ID

11 Setup a workflow object ID, you can set up more than one workflow Object but they must all have a unique Object ID. Inactive Mark the Inactive tick box to disable a workflow object ID. Disabling an object means it will not be active in the company and it will not count towards registered active objects. SharePoint List This will Display the list that its Linked to in SharePoint, this field is grayed out un editable. Description Enter the description of the workflow object ID. Enable Field level workflow Enabling this option for the object will allow you to define field specific rules which will affect the behavior of the workflow and what will be submitted to SharePoint. Product Select the product that the workflow object will be set up for e.g. Microsoft Dynamics GP or Creditors Recon. Series You will need to select the series in order to search the forms and windows. Form Select a form containing the window that has the key to your workflow object. Window Select a window that has a key you want to define workflow on. Key Field(s) Workflow tasks are driven from this selection of key fields. To add a key field(s) click on the + button. To remove a key field highlight the field you want to remove and click on the - button. Submit Field(s) This will be the field(s) used by the program to determine when to send the workflow task to SharePoint. To add a submit field click on the + button. To remove a submit field highlight the field you want to remove and click on the - button. Record Changed Field(s) These are the fields that when changed in the window will launch the Workflow Status window. To add a record changed field(s) click on the + button. To remove a record changed field highlight the field you want to remove and click on the - button.

12 Scrolling window The Workflow Tasks scrolling window will allow you to view and select tasks maintained for the workflow object. Task ID The Capture button opens the Capture Statement window.

13 3.2. Workflow Task The workflow Task window is used to set up the action that you should happen when the workflow you have created is triggered. For Example: if on Capture statement window the task is Rejected in SharePoint the ready for Authorization window should be disabled, this is how the setups for task would look like. Workflow Object ID A workflow object ID will populated and un editable Workflow Description The unique description of the workflow object ID will populate and be un editable Task ID Enter a unique task ID or select an existing one on the lookup icon

14 Task Description Enter a unique description for the Task ID Workflow Status Select a workflow status option from the drop down Product Select the GP product that the workflow will be for e.g. Workflow Integrator. Remember that workflow integrator works with any GP Products. Series Select a Module that the workflow will be used e.g. sales Form Select a form that has the key to your workflow Window Select a window that has a Key you want to define workflow on. Key Field(s) To add a key field click on the positive button to remove the key field from this field highlight the field you want to remove and click on the negative button. Workflow Update Field (s) To add a workflow update field click on the positive button to remove the workflow update field from this field highlight the field you want to remove and click on the negative button. Action Types In this section you can setup the action that is required to happen when the setup workflow has been triggered 1. Set you can set any field on this window to a specific field to be True or false 2. Disable Fields you can setup a field that will be disabled when you re your workflow is approved or rejected. E.g. Post button. 3. Warning you can set up a warming message when the workflow is triggered

15 3.3. Column Mapping In the Workflow Columns Setup window is where the Columns in the SharePoint Task and GP are linked. Workflow Object ID A workflow object ID will populated and un editable Workflow Description The unique description of the workflow object ID will populate and be un editable Form Name The form name that has the key to your workflow will populate Workflow Columns The SharePoint Column, Window, Field, Field snapshot and User Value data will be pulled through from the SharePoint Task list that was setup previously.

16 4. Transactions 4.1. Creditor Statement Approval Scenario (Example of a Workflow) Program Setup Microsoft Dynamics GP Navigation Pane >Tools>Setup>Parity Workflow Integrator> Workflow Setup a) Enter a Default SharePoint URL and click on the Validate button to validate the site. b) The scrolling window will be populated with all defined objects and a SharePoint List mapped to each. c) Selecting the Open SharePoint Site hyper link, sa is directed to the Microsoft Dynamics Workflow page within Microsoft Office SharePoint Server Here sa can begin or review the workflows setup for her organization.

17 Workflow Object Setup Microsoft Dynamics GP Navigation Pane >Cards> Parity Workflow Integrator> Workflow Object Open this window and Select the CRED object. Setting up a workflow object is central to the solution. You can set up two types of workflow: either a Master File Workflow or a Transactional Workflow. To support the debtor credit limit scenario we have setup this object to A) Identify which Creditors Recon window initiates the workflow item. B) Define a task, or business rule, which impacts how the workflow status impacts an invoice entry window. The following can be noted: Workflow Object ID You can setup many Workflow Objects. Each ID must be unique. SharePoint List We have linked it to the Capture Statement list. Product We have selected Creditors Recon as the product. Series, Form & Window

18 Select the Window containing the Key you want to define workflow on. The 3 List Boxes Select the fields that when selected will cause the record to be submitted for workflow. Task Scrolling Window Defines behavior on nominated window within Creditors Recon based on the workflow task status. Open Microsoft Dynamics GP Navigation Pane >Transactions>Creditors Recon>Reconcile a) The process requires that a creditor clerk captures the creditor statement and flags it as ready to be reconciled. b) The recon clerk would then recon this statement in the Recon window, but can only submit it Ready For Authorization once a manager has approved the statement in SharePoint. c) By ticking the Ready To Be Reconciled tick box the workflow task is generated and sent to the SharePoint administrator.

19 SharePoint a) Open the Share point Site b) Once in Microsoft Office SharePoint Server 2007, sa navigates to the Workflow List page. c) Due to the acquisition of the new company, sa would like to review the new approval workflow to ensure a smooth transition. d) If we navigate to the Capture Statement list then we can see the new workflow approval entry.

20 Invoking the Workflow Task Microsoft Dynamics GP Navigation Pane >Transactions > Creditors Recon > Reconcile Open the window. Select creditor a) A task which stops the user from clicking Ready For Authorization if the captured statement has not been approved has been set up. b) Note the Workflow Status window and that the Ready For Authorization tick box is disabled. c) Only when the task has been approved in SharePoint will the user be able to flag as Ready For Authorization

21 Approving the Task in SharePoint Open the Share point site to Approve the workflow a) Select a list that stores the tasks, in this example it would be Capture Statements. b) Here you will find a workflow waiting to be approved. c) Click on your Approval hyper link next to the Creditor that you submitted. d) That will lead you to the Workflow Status : Approval window. e) Click on the hyperlink below word Title to Approve, Reject or Cancel the Workflow.

22 Approval a) Here you can Approve, Reject or cancel a Task. b) You can type a comment that will appear in Approval Mail that will be sent. c) Your Status for the Task you have just Approved should read Completed and an notifying you of that the Task has been Approved

23 Confirm the Workflow Process is Completed from GP Microsoft Dynamics GP Navigation Pane >Transactions > Creditors Recon > Reconcile Navigate back to GP and open the Reconcile window you were previously working with. Select the recon that initiated the workflow in this demo. Note that A) The Ready For Authorization tick box is now enabled. B) The Workflow Status Task window reflects the new status.