Automatic delegation of your workflow items in D365FO / AX
Hylke Britstra
Microsoft MVP for AI ERP / Trainer & Consultant & Manager Innovation D365 FO at Mprise
Recently I spoke to a person that told me the company always changed the workflows during holiday. The reason: people went away for 2/3 weeks and they wanted to send the workflow items to another colleague during that time. I told them there is a delegation function that will delegate workflow items during absence of a person. They didn't know the functionality and where happy to see that AX / D365FO can handle this automatically. In this article I explain how to manage the delegation:
Prerequisite: the user where you delegate to must have the access to the functionality where the work item is related to, else the workflow will end-up in a stop error.
I first describe the steps to follow in D365FO, later in this article I show the path for AX2012.
D365FO
First you open the user options and in the user options you go to the tab 'Workflow':
Here you can add delegation lines. First decide if you want to delegate:
For each line select the user where you want to delegate to, including the beginning date (and time) and the ending date (and time). Don't forget to enable the line, else it will not work.
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Now during the entered start and end date, the workflow work items will automatically be delegated to another user. No need to change the workflow for that :).
Also system admins can set this up for all users. They can go to the User list and after selectin the specific user go to the 'User options' at the top of the screen.
Here they will end up in the screens mentioned above and can setup the delegation for the selected user.
AX 2012
The delegation option is also possible in AX 2012. Here you have to go the Options based on the 'File' menu.
Here you have the tab 'Delegation' where you can setup the delegation rules for workflow:
Have a nice holiday!
Application Manager (D365 SCM)-BPW Financ
7 个月Marc W?llner
Senior Programmer, Information Technology, icddr,b. Masters in Information Technology at IIT, Jahangirnagar University
8 个月Hello Hylke Britstra, Thank you for sharing all the articles on D365 FO. Could you please advise on how we can delegate all types of tasks, workflows, and roles in a single delegation process? Specifically, we need a method that encompasses all permissions and workflows, including pending tasks, to be delegated effectively.
Business Process Optimization at Ovintiv
1 年Does anyone know the backend entity would be for the workflow>delegation where I could add/update to the delegation table via power automate?
Dynamics 365 FinOps Sr. Technical Consultant || PowerBI || MCP || Certified
1 年Hi, Thanks for this article. I have a question. As per my understanding, this process will assign only the new work items to the delegated user. But what if we want to assign existing workflow items also to another user. How we can achieve this? Assume some user is on long leaves without any access to his account, but meanwhile we want to assign all the workflow items assigned to him to another user. I know that system admin can go 1 by 1 to each record and assign it to another user. But there might be hundreds of such records which we can't find and assign it manually. So how we can assign it to some other user in bulk?
Microsoft Dynamics Consultant at Cloudia Research
1 年Hi Hylke, a question. In MB300 training materials I have some questionslike this one Your company uses Dynamics 365 Finance. You are responsible for approving purchases that exceed of a quarter million dollars. You need to use User Options to allow another user to take over your role. You add the user and assign the user the All scope. Does this action allow the user to take over your role? A. Yes, it does B. No, it does not The discussion I read gave No as answer, and the right answer was with workflow instead of all scope. The reason is that in this issue, they want to delegate only a particular workflow, is my understanding correct?