1. Data Management
  2. Data Entry Workflow
  3. Design
  4. Design data entry workflow templates

Set up workflow template step - Data entry

For each data entry workflow template, define data entry steps. Use a data entry step to enter a specific set of data during the workflow execution.

The setup of the data entry fields has these elements:

Element Description
Tab pages Each data entry step must have at least one tab page. Use tab pages to define the sections that are shown on the workflow task dialog. Usually, you can create tab pages when you select fields with the 'Select fields' function.
Field groups For each tab page, use field groups to define how the data entry fields are grouped on the workflow task dialog. Usually, you create field groups when you select fields with the 'Select fields' function.
Fields For each field group, define the data entry fields. Usually, you select the data entry fields with the 'Select fields' function.
As a result, also a workflow document is created with the selected fields.


Designer (Data entry workflow) Designer (Data entry workflow) The Data entry workflow designer (DewDataEntryWorkflowDesigner): Enables the Data entry workflow setup. Designs and maintains data entry workflow templates. Manages data entry workflow template versions. Deploys data entry workflow templates. Start Start Create step Create step For each data entry workflow template, define data entry steps. A data entry step is used to enter a set of data during the workflow execution. You can use these dependency types to enter data entry steps: Step: Adds a step to the workflow. This can be a first step or a next step. To add a next step, first select the desired previous step. Parallel step: Adds a parallel step to a selected step in the workflow. You can add a parallel step to any step, except for the first step. Group subsequent step: Adds a step that brings together parallel steps in one next step. You can only add a group step if at least one parallel step is defined for the workflow template. For a group step, you must select the steps that are brought together in the group step. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. In the Workflow diagram section, click Add. Note: If you want to add a step next to or parallel to another step, first select the desired step in the workflow diagram. 5. Click the desired dependency type. 6. In the Step name field, type a value. 7. In the Description field, type a value. 8. In the Type field, select 'Data entry'. 9. Select Yes in the Transfer to target field. 10. Select Yes in the Duplicate check field. 11. Select Yes in the Disallow approval by submitter field. 12. If the data entry workflow is started by a Connectivity studio integration, data is automatically entered by the integration. In this case, you can automatically complete the data entry step. So, no user interaction is required. Also next data entry steps in the workflow can be completed automatically. Select Yes in the Auto-complete field. Note: If the data entry workflow is started manually and not by a Connectivity studio integration, the Auto-complete setting is not applicable. 13. You can set a time limit within which the workflow step must be done. Based on the time limit and the calendar, which is defined in the Data entry workflow parameters, the elapsed time is calculated for the workflow tasks. In the Time unit field, select the unit in which the time limit is expressed. Note: Usually, you don't set a time limit for the initial step. You can use custom alerts to notify when a time limit is due. You can do so based on the elapsed time of a workflow task. 14. In the Time length field, enter the number of time units for the time limit. 15. In the Header instructions field, type a value. 16. In the Footer instructions field, type a value. 17. Sub-task: Select previous steps for 'Group subsequent step'. 18. Expand the Previous steps section. 19. In the list, find and select the desired previous steps. 20. Click OK. Notes If a step is created, you can view and edit the step settings on the Data entry workflow template page, in the Steps section. To do so select a step and open the Details tab. Select step fields Select step fields For each data entry workflow template step, select the fields which data must be entered. Select the fields from the desired pages. When you submit your field selection: A workflow template document is created. The first page from which you selected the fields is stored. A next time you select fields for any step of the data entry workflow template, this first page is automatically opened. The added tab pages are added to the step. The added field groups are added to the applicable tab pages. The selected fields are added to the applicable field group. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired data entry step. 5. Click Select fields. 6. Use tab pages to define the sections that are shown on the workflow task dialog. In the Tab pages section, select the desired tab page. Note: If the desired tab page doesn't exist, click New to add the tab page. 7. In the Tab pages section, click Field groups. 8. Use field groups to define how the data entry fields are grouped in the relevant section of the workflow task dialog. In the Field groups section, select the desired field group. Note: If the desired field group doesn't exist, click New to add the field group. 9. In the Field groups section, click Fields. 10. Open the page from which you want to select fields. 11. On the Select fields dialog, in the Selected fields section, click Select fields. 12. Click the '+' button for each field that you want to select. 13. Click Done to stop the field selection. 14. Click Back to go back to the Field groups section. Note: You can select or add another field group and select fields for this field group. 15. Click back to go back to the Tab pages section. Note: You can select or add another tab page, select or add a field group for it, and select fields for this field group. 16. Click Submit to save the added tab pages, field groups, and selected fields to the data entry workflow template step. Note: You can reset the data in the field selection dialog. This removes all tab pages, field groups, and selected fields that you added or selected during this field selection session. So, already submitted field groups and fields are not reset.Tab pages without a field group are not added to the data entry workflow step.Field groups without selected fields are not added to the applicable tab page of the data entry workflow template step. Configure step - Customer Configure step - Customer In D365 FO, the customers setup has a complex data model and several related forms. With the Configure data entry workflow template wizard, you can configure a data entry workflow template to set up customers. You can use the wizard to configure an existing step. You can split the customer setup over several steps. For each step, you can use the wizard to configure the desired step field groups. For example, split the customer setup over these steps: Create customer: Used to enter the main data of a customer. Enter addresses: Used to enter the address information of the customer. Enter contacts: Used to enter the contact information of the customer. Enter contact person: Used to enter the contact person information for the customer. Enter bank account: Used to enter the bank account information for the customer. Result When you finish the wizard, based on your selections: The workflow document is created or updated. Note: The workflow is created only the first time you use the wizard for a data entry workflow template. In the workflow document: For each applicable table, a record is added. To each record, all fields of the related table are added. All required table relations and field relations are set up. The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step, To each added field group, the main fields are added. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired data entry step. 5. Click Configure step. 6. Sub-task: Select template type. 7. In the Template accelerator type field, select 'Customer'. Note: If you already used the wizard for the data entry workflow template, the wizard step to select a template type is skipped. If this case, the wizard is started in 'customer' mode. 8. Click Next. 9. Sub-task: Select the customer setup elements that you want to add to the data entry workflow step. 10. The first time you use the wizard for a customer data entry workflow template, the Customer main data must be included. Also, if you did not select all customer main data elements earlier, and you want to add these now, include the Customer main data. Select Yes in the Customer main data field. Note: If you click Next, the Customer main data page is added to the wizard. 11. You can add the address information fields. Select Yes in the Customer address information field. Note: If you click Next, the Customer address information page is added to the wizard. 12. You can add the contact information fields. Select Yes in the Customer contact information field. Note: If you click Next, the Customer contact information page is added to the wizard. 13. You can add the contact person information fields. Select Yes in the Customer contact person field. Note: If you click Next, the Customer contact person information page is added to the wizard. 14. You can add the bank account information fields. Select Yes in the Customer bank accounts field. Note: If you click Next, the Customer bank account information page is added to the wizard. 15. Click Next. 16. Sub-task: Select the desired customer main data elements. 17. In the Customer template type field, select an option. 18. Select Yes in the Identification field. 19. Select Yes in the Credit information field. 20. Select Yes in the Tax information field. 21. Click Next. 22. Sub-task: Define the desired customer address setup. 23. Select Yes in the Purpose field field. 24. In the Available list, select the desired address elements for the data entry workflow template step. Note: Select at least one address element. 25. Click Add (->). 26. Click Next. 27. Sub-task: Define the customer contact information setup. 28. The default display mode for the contact information fields is 'Grid'. In this case, the Contact information field group is added to the data entry workflow template step. On the workflow task dialog, you can enter several contact information lines in one grid. You can choose to show the fields as individual fields on the workflow task dialog. In this case, for each contact type, a separate field group is added to the data entry workflow template. On the workflow task dialog, for each contact type, you can enter only one contact information line. Select Yes in the Individual fields field. Note: If you choose to show individual fields, select the desired contact information fields. 29. Select Yes in the Phone field. 30. Select Yes in the Email field. 31. Select Yes in the Fax field. 32. During data entry of contact information, it can be needed to define the contact purpose. You can add the Purpose field to the data entry workflow template step. Select Yes in the Purpose field field. Note: If you show the contact information fields: In a grid, the purpose field is added to the grid. As individual fields, a separate purpose field is shown for each selected contact information field. 33. Click Next. 34. Sub-task: Select the desired contact person information elements. 35. Select Yes in the Phone field. 36. Select Yes in the Email field. 37. Select Yes in the Fax field. 38. You can add the desired contact person address information fields to the data entry workflow step. As a result, the 'Contact person address' field group, with the selected fields, is added to the data entry workflow template step. Select Yes in the Address field. Note: If you select Yes, select the desired address fields in the next steps. 39. In the Available list, select the desired contact person address elements for the data entry workflow template step. 40. Click Add (->) 41. Click Next. 42. Sub-task: Select the desired customer bank account information elements. 43. Select Yes in the Bank details field. 44. Click Next. 45. Click Finish. Notes Where desired, you can modify the generated data entry workflow template setup. For example, you can: Select step fields from the desired pages. Note: If you do so, in this case, the workflow document is not updated. Add additional fields from the workflow document. Add tab pages. Move a field group to another tab page using the Cut and Paste options. Set up conditions. Configure step - Vendor Configure step - Vendor In D365 FO, the vendors setup has a complex data model and several related forms. With the Configure data entry workflow template wizard, you can configure a data entry workflow template to set up vendors. You can use the wizard to configure an existing step. You can split the vendor setup over several steps. For each step, you can use the wizard to configure the desired step field groups. For example, split the vendor setup over these steps: Create vendor: Used to enter the main data of a vendor. Enter vendor addresses: Used to enter the address information of the vendor. Enter vendor contacts: Used to enter the contact information of the vendor. Result When you finish the wizard, based on your selections: The workflow document is created or updated. Note: The workflow is created only the first time you use the wizard for a data entry workflow template. In the workflow document: For each applicable table, a record is added. To each record, all fields of the related table are added. All required table relations and field relations are set up. The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step, To each added field group, the main fields are added. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired data entry step. 5. Click Configure step. 6. Sub-task: Select template type. 7. In the Template accelerator type field, select 'Vendor'. Note: If you already used the wizard for the data entry workflow template, the wizard step to select a template type is skipped. If this case, the wizard is started in 'vendor' mode. 8. Click Next. 9. Sub-task: Select the vendor setup elements that you want to add to the data entry workflow step. 10. The first time you use the wizard for a vendor data entry workflow template, the Vendor main data must be included. Also, if you did not select all vendor main data elements earlier, and you want to add these now, include the Vendor main data. Select Yes in the Vendor main data field. Note: If you click Next, the Vendor main data page is added to the wizard. 11. You can add the address information fields. Select Yes in the Vendor address information field. Note: If you click Next, the Vendor address information page is added to the wizard. 12. You can add the vendor contact information fields. Select Yes in the Vendor contact information field. Note: If you click Next, the Vendor contact information page is added to the wizard. 13. You can add the vendor contact person fields. Select Yes in the Vendor contact person field. Note: If you click Next, the Vendor contact person information page is added to the wizard. 14. You can add the vendor bank account fields. Select Yes in the Vendor bank accounts field. Note: If you click Next, the Vendor bank account information page is added to the wizard. 15. Click Next. 16. Sub-task: Select the desired vendor main data elements. 17. In the Vendor template type field, select an option. 18. Select Yes in the Identification field. 19. Select Yes in the Credit information field. 20. Select Yes in the Tax information field. 21. Click Next. 22. Sub-task: Define the vendor address information setup. 23. Select Yes in the Purpose field field. 24. In the Available list, select the desired address elements for the data entry workflow template step. Note: Select at least one address element. 25. Click Add (->). 26. Click Next. 27. Sub-task: Define the vendor contact information setup. 28. The default display mode for the contact information fields is 'Grid'. In this case, the Contact information field group is added to the data entry workflow template step. On the workflow task dialog, you can enter several contact information lines in one grid. You can choose to show the fields as individual fields on the workflow task dialog. In this case, for each contact type, a separate field group is added to the data entry workflow template. On the workflow task dialog, for each contact type, you can enter only one contact information line. Select Yes in the Individual fields field. Note: If you choose to show individual fields, select the desired contact information fields. 29. Select Yes in the Phone field. 30. Select Yes in the Email field. 31. Select Yes in the Fax field. 32. During data entry of contact information, it can be needed to define the contact information purpose. You can add the Purpose field to the data entry workflow template step. Select Yes in the Purpose field field. Note: If you show the contact information fields: In a grid, the purpose field is added to the grid. As individual fields, a separate purpose field is shown for each selected contact information field. 33. Click Next. 34. Sub-task: Define the contact person information setup. 35. Select Yes in the Phone field. 36. Select Yes in the Email field. 37. Select Yes in the Fax field. 38. You can add the Fax field to the data entry workflow step. As a result, the 'Contact person contact information - Fax' field group, with the Fax field, is added to the data entry workflow template step. Select Yes in the Address field. Note: If you select Yes, select the desired address fields in the next steps. 39. In the list, find and select the desired record. 40. Click Add (->) 41. Click Next. 42. Sub-task: Define the bank account information setup. 43. Select Yes in the Bank details field. 44. Click Next. 45. Click Finish. Notes Where desired, you can modify the generated data entry workflow template setup. For example, you can: Select step fields from the desired pages. Note: If you do so, in this case, the workflow document is not updated. Add additional fields from the workflow document. Add tab pages. Move a field group to another tab page using the Cut and Paste options. Set up conditions. Configure step - Product Configure step - Product In D365 FO, the products setup has a complex data model and several related forms. With the Configure data entry workflow template wizard, you can configure a data entry workflow template for products setup. You can use the wizard to configure an existing step. You can split the product setup over several steps. For each step, you can use the wizard to select the desired step field groups. For example, split the product setup over these steps: Create product: Used to enter the product identification data and reference groups. Define units of measure and prices: Used to enter the units of measure and related prices for the product. Define category and attributes: Used to define the product category and related product attributes. Result When you finish the wizard, based on your selections: The workflow document is created or updated. Note: The workflow document is created only the first time you use the wizard for a data entry workflow template. In the workflow document: For each applicable table, a record is added. To each record, all fields of the related table are added. All required table relations and field relations are set up. The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step, To each added field group, the main fields are added. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. 4. In the Workflow diagram section, select the desired data entry step. 5. Click Configure step. 6. Sub-task: Select template type. 7. In the Template accelerator type field, enter 'Product'. Note: If you already used the wizard for the data entry workflow template, the wizard step to select a template type is skipped. If this case, the wizard is started in 'product' mode. 8. Click Next. 9. Sub-task: Select the product setup elements that you want to add to the data entry workflow step. 10. The first time you use the wizard for a product data entry workflow template, the Product main data must be included. Also, if you did not select all product main data elements earlier, and you want to add these now, include the Product main data. Select Yes in the Product main data field. Note: If you click Next, the Product main data page is added to the wizard. 11. You can add the option to upload product images. Select Yes in the Product images field. Note: If you click Next, the Product images page is added to the wizard. 12. You can add fields to define translations for the product name and product description. Select Yes in the Product translation field. Note: If you click Next, the Product translation page is added to the wizard. 13. You can add fields to define the unit conversions for the product. Select Yes in the Unit conversion field. Note: If you click Next, the Unit conversion page is added to the wizard. 14. You can add fields to define the physical dimensions of the product. Select Yes in the Physical dimensions field. Note: If you click Next, the Physical dimensions page is added to the wizard. 15. You can add fields to define the product category. Select Yes in the Product categories field. Note: If you click Next, the Product categories page is added to the wizard. 16. You can add fields to define the product attributes. You can only add product attribute fields if you also add product category fields. Select Yes in the Product attributes field. Note: If you click Next, the Product attributes page is added to the wizard. 17. You can add fields to define the trade agreement for the product. Select Yes in the Trade agreement field. Note: If you click Next, the Trade agreement page is added to the wizard. 18. You can add fields to define the cost prices for the product. Select Yes in the Cost price field. Note: If you click Next, the Cost price page is added to the wizard. 19. You can add fields to define the warehouse item setup for the product. Select Yes in the Warehouse items field. Note: If you click Next, the Warehouse items page is added to the wizard. 20. Click Next. 21. Sub-task: Select the desired product main data elements. 22. Select Yes in the Identification field. 23. Select Yes in the Reference groups field. 24. Select Yes in the Units of measure field. 25. Select Yes in the Prices field. 26. You can add the Related products field group to the data entry workflow template step with the Related products grid. In the data entry workflow, you can use the grid to enter several related products. Select Yes in the Related products field. Note: If you add the Related products field group, by default, in a data entry workflow, it is mandatory to enter at least one related product. You can make the related products optional. To do so, in the workflow document, for the EcoResProductRelationTable record, for the Product1 field, select the Write condition check box. 27. You can add the Bar codes field group to the data entry workflow template step with the Bar codes grid. In the data entry workflow, you can use the grid to enter several bar codes. Select Yes in the Bar codes field. Note: If you add the Bar codes field group, by default, in a data entry workflow, it is mandatory to enter at least one bar code. You can make the bar codes optional. To do so, in the workflow document, for the InventItemBarcode record, for the barcodeSetupId field, select the Write condition check box. If you use a data entry workflow to create a product, no product variants exist. However, by default, the Variant field is shown on a data entry workflow. If you use the data entry workflow template only to create products and not to change products, you can consider to remove the Variant field from the step. 28. Click Next. 29. Sub-task: Define the settings that apply to uploaded product images. 30. In the Picture location field, select an option. 31. In the Attachment document type field, enter or select a value. 32. Click Next. 33. Sub-task: Select the desired product translation information elements. 34. Select Yes in the Name field field. 35. Select Yes in the Description field field. 36. Click New. 37. In the Language field, enter or select a value. Note: In the data entry workflow, for each defined language, the selected fields are shown. For example, you set the Product name field to Yes, and you define three languages. In this case, the Product name field is shown three times; one Product name field for each language. 38. Click Next. 39. Sub-task: Define the unit conversions that must be defined for the product. 40. Click New. Note: For each defined unit conversion, a field is shown in the data entry workflow where you must enter the applicable conversion value. 41. In the From unit field, enter or select a value. 42. In the To unit field, enter or select a value. 43. In the Rounding field, select an option. 44. Click Next. 45. Sub-task: Define the physical dimension setup. 46. If you add physical dimensions, the Physical dimensions field group is added to the data entry workflow step with these fields Unit (Only shown for display mode 'Grid') Gross depth Gross width Gross height Volume Define how the physical dimension fields are shown in the data entry workflow: Standard: The fields are shown as separate fields. You can define only one value for each dimension. Grid: The fields are shown in a grid. You enter physical dimensions for several units. In the Display mode field, select an option. Note: If you select 'Grid' as display mode, by default, in a data entry workflow, it is mandatory to enter at least physical dimensions for one unit. You can make entering physical dimensions optional. To do so, in the workflow document, for the WHSPhysDimUOM record, for the UOM field, clear the mandatory check box. 47. Click Next. 48. Sub-task: Define the product categories setup. 49. If you add product categories, the Category field group is added to the data entry workflow step with these fields: Category hierarchy Category Define how the product category fields are shown in the data entry workflow: Standard: The fields are shown as separate fields. You can only define one category for the product.  Grid: The fields are shown in a grid. You can define several categories for the product. In the Display mode field, select an option. Note: If you add the Category field group, by default, in a data entry workflow, it is mandatory to enter at least one category. You can make entering a product category optional. To do so, in the workflow document, for the EcoResProductCategory record, for the applicable fields, clear the mandatory check box. 50. Click Next. 51. Sub-task: Define the product attributes that apply to the product. 52. In the Available list, find and select the desired attributes. Note: You can use the fields above the grid to filter the attributes that are shown in the grid. 53. Click Add (->). Note: On a data entry workflow, of the attributes selected here, only the attributes are shown that belong to the defined product categories. 54. Click Next. 55. Sub-task: Define the trade agreement setup. 56. In the Default relation field, select an option. 57. Click Next. 58. Sub-task: Define the cost price setup. 59. If you add cost prices, the Cost price field group is added to the data entry workflow step with these fields: Price type Version Site Price Price quantity Price charges Charges quantity From date Define how the cost price fields are shown in the data entry workflow: Standard: The fields are shown as separate fields. You can only define one cost price for the product. Grid: The fields are shown in a grid. You can define several cost prices for the product. In the Display mode field, select an option. Note: If you add the Cost price field group, by default, in a data entry workflow, it is mandatory to enter at least one cost price. You can make entering a cost price optional. To do so, in the workflow document, for the InventItemPriceSim record, for the applicable fields, clear the mandatory check box. 60. Click Next. 61. Sub-task: Define the desired warehouse item information setup. 62. Select Yes in the Default receipt location field. 63. Select Yes in the Default issue location field. 64. Select Yes in the Picking location field. 65. Click New. 66. In the Warehouse field, enter or select a value. Note: On a data entry workflow, for each defined warehouse, a field is shown for each selected location type. Example: You have defined two warehouses: A and B. You also selected the default picking location and the default issue location. As a result, these fields are shown: Warehouse A default receipt location Warehouse A default issue location Warehouse B default receipt location Warehouse b default issue location 67. Click Next. 68. Click Finish. Notes Where desired, you can modify the generated data entry workflow template setup. For example, you can: Select step fields from the desired pages. Note: If you do so, in this case, the workflow document is not updated. Add additional fields from the workflow document. Add tab pages. Move a field group to another tab page using the Cut and Paste options. Set up conditions. Define step dependencies Define step dependencies When you create a data entry workflow step, the applicable dependencies are automatically created. The dependencies are created based on a combination of the selected step(s) and the type of step you create. You can manually add dependencies or change existing dependencies. For example, if you add an additional step between existing steps, check and add the desired dependencies. You can also remove a dependency for a selected step. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. Sub-task: Add dependency. 5. In the Workflow diagram, select the desired step, and click Add dependency. 6. In the list, find and select the desired steps. Note: You can only add a dependency between the selected step and a step that is positioned before the selected step. 7. Click OK. 8. Sub-task: Remove dependency. 9. In the Workflow diagram, select the desired step, and click Remove dependency. 10. Click the dependency that you want to remove. Copy or move step Copy or move step You can copy or move a step of a data entry workflow template. You can copy or move a step: In the current data entry workflow template. To another data entry workflow template. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, click the link of the desired data entry workflow template. 3. Click Edit. Note: Make sure the Workflow diagram section is in edit mode. 4. Sub-task: Copy or move a step in the current data entry workflow template. 5. In the Workflow diagram section, select the desired step, and click Cut or click Copy. 6. In the Workflow diagram, select the desired step, and click Paste. 7. You can paste the copied or moved step in relation to another selected step in these ways: After Before Parallel Click the desired option. Note: If you copied a step, its name gets the '_Copy1' extension. 8. Sub-task: Copy or move a step to another data entry workflow template. 9. In the Workflow diagram section, select the desired step, and click Cut or click Copy. 10. Close the current data entry workflow template page and go back to the Data entry workflow templates list page. 11. In the list, click the link of the desired data entry workflow template. 12. In the Workflow diagram section, click Edit. 13. In the Workflow diagram, select the desired step, and click Paste. 14. You can paste the copied or moved step in relation to another selected step in these ways: After Before Parallel Click the desired option. Note: If you copied a step, and a step with the same name already exists, its name gets the '_Copy1' extension. Edit workflow document Edit workflow document The workflow document is used to write the data, as entered using a data entry workflow, to D365 FO. If you create a: Workflow template, automatically the first version of the related workflow document is created. New version of a workflow template, based on a previous version, also a new version of the related workflow document is created. New blank version of a workflow template, also a new blank version of the related workflow document is created. If you select fields for a data entry workflow template step, the workflow document is updated based on the selections you made. Existing document record relations are not changed. Based on the selected fields, this is added to the automatically created workflow document: Records: Fields on a page are linked to a datasource. A page can have fields from several datasources. For each datasource from which you select fields, a record is added to the workflow document. Each page has a main datasource. Always a record is added for the main datasource, whether you select a field from the main datasource or not. Fields: All selected fields are added to the applicable record in the workflow document. Datasource connection fields: If you select fields from several datasources, the fields that connect the datasources are always added, whether selected or not. Ranges: If a datasource has a range defined for the page, the range is also added to the workflow document record. For example, on the Released products page, you can fill in fields of the InventTableModule datasource for that apply to one of these modules: Sales, Purchase, or Inventory. For each of these modules, a separate record is added to the workflow document. For each of these records a range is added indicating the applicable module. Virtual fields: To a workflow template step of type 'Data entry', you can add virtual fields. you can add virtual fields of these types: Generic, Document attachment, Picture, or Product attribute. On creation, you link a virtual field to a workflow document record. Based on this link, a virtual field is added to the workflow document. You can review and adjust a workflow document. If you do so, make sure these rules are applied: For workflow template documents, the records must be in line with how the data is structured and named in D365 FO. Each document record must have the data fields which values must be written to D365 FO. The fields must be in line with naming in D365 FO. Also, the fields must have the same type as in D365 FO. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, find and select the desired data entry workflow template. 3. On the Action Pane, click General. 4. Click Workflow document. 5. Sub-task: Add record. 6. In the Record section, click Add line. 7. In the Record table field, enter or select a value, and fill in the other fields as desired. 8. Sub-task: Add field. 9. In the Record section, in the list, find and select the desired record. 10. On the Fields tab, click Add field. Note: To add several fields at once, click Select fields. 11. In the D365 FO field name field, enter or select a value, and fill in the other fields as desired. 12. Sub-task: Add range. 13. In the Record section, in the list, find and select the desired record. 14. Click the Fixed fields tab. 15. You can define a range manually. You can use a range to set a fixed value for a field. Usually, you only use this for fields that are not visible to the user. The fixed value is applied when a record is transferred to target. Click New and fill in the fields as desired. Note: For fields that are visible to the user and if only a default value is needed, use the default value option in the data entry workflow template fields. 16. Close the page. Notes This section gives a detailed explanation of the Workflow document fields. The fields are grouped by tab page. Record: Field Description (Primary key) If a field is part of the primary key of a record, the key symbol is shown for the field. Record The name of the record in the workflow document. Note: If you first selected the Record table, the record name is automatically defaulted wit the table name. Record table The D365 FO table that is used as datasource for this record. Join mode This setting is only applicable to parent records. Inner join: To process the parent record, the child record must exist. Example: A sales order is only processed if it has a sales line. If no sales line exists, the sales order is not processed. If a sales line exists, both the sales order and the sales line are processed. Outer join: To process the parent record, it is not required that child a record exists. Example: A sales order with no sales lines is processed. Exists join: To process the parent record, a child record must exist. Example: If sales order has a sales line, only the sales order is processed. If the sales order does not have a sales line, the sales order is not processed. NoExistsJoin: Only parent records are processed that do not have child records. Example: A sales order is only processed if it does not have a sales line. Reference record You can manually add a record to the workflow document and mark it as reference record. Use a reference record to enable selecting a value from a lookup on a data entry workflow task. Only use a reference record if it is technically not possible to directly add the field to the data entry workflow. Record - Fields - Details: Field Description Line number Indicates the sequence of the field in the record. The fields are transferred to target in the defined sequence. Field name Select a field from the D365 FO table as defined in the Record table field. Usually, you do not change the value of the Field name field. D365 FO field name To structure the data records and fields, use the D365 FO fields. The value of this field is the field as selected in the Field name. Parent field Define the field of the parent record table to which this field is connected. Parent record If a parent field is defined, the related parent record table is shown. Default value For the field, you can define a default value to be shown in the field on the related data entry workflow tasks. Mandatory Indicate if the field is mandatory to be filled. Write condition You can have a record setup with parent-child relations. In some cases, if the parent is defined, automatically a related child record is created as well. You can apply the write condition to only create the child record if the applicable data is filled when doing a data entry workflow. Example: For a customer, customer bank accounts can be defined. The bank accounts are stored in a different table (CustBankAccount) than the customer data (CustTable). If you create a customer as a result of a data entry workflow, and the write condition is: No: Also, a bank account record is created, whether the bank account number is filled in or not. Yes: A bank account record is only created if the bank account number is filled in. Length Set the field length carefully. Make sure, the number of characters is sufficient to contain the value. Usually, you keep the field length as defaulted from the properties of the selected field. Dimension set Indicates that the field is a financial dimension. Dimension name Indicates which financial dimension is applicable. Note: For financial dimensions, the field name and D365 FO field name are the same. Therefore, an additional identification is required for financial dimensions. Type The data type of the field. Extended data type name If applicable, the extended data type of the field is shown. Enum If applicable, the enum of the field is shown. Alignment Defines how the data is aligned in the field. Field type A workflow document record field can be of these types: Physical: The field exists in a D365 FO table. Virtual: The field does not exist in a D365 FO table. You can use this type of field to enter additional information during data entry workflow execution. Record - Fields - Virtual field: Field Description Virtual field type In a data entry workflow, you can use several types of virtual field: Generic: You can use the virtual field for several scenarios, for example, to pass information to a next step. Document: You can use the virtual field to upload a document attachment. Picture: You can use the virtual field to upload a picture. Product attribute: You can use the virtual field to define product attributes. Allow multiple attachments You can indicate if, during data entry, several documents or pictures can be uploaded for the document attachment  or picture field. Note: This field only applies to virtual field of type Document or Picture. Attachment document type The document type that is used to create a document management attachment for an uploaded document or picture. Note: You can only use document types with the 'Attach file' class. This field only applies to virtual field of type Document or Picture. Attribute The applicable product attribute. Note: This field only applies to virtual fields of type Product attribute. Record - Fixed fields: Field Description Record field The record field for which the range is defined. Range The range value that is applied to the record field on transfer to target.   Set version default values Set version default values A data entry workflow template and its related workflow document are version-specific. If fields are selected for or added to a workflow template step, you can set version-specific default values for each field in the workflow document. You can use version default values, for example, to set the value of fields that are not added to a workflow step. When you define a default value, it is automatically set as default value for the related: Workflow document record field. Step fields. Note that you can change this default value for each step field. Procedure 1. Go to Data entry workflow > Design > Data entry workflow templates. 2. In the list, find and select the desired data entry workflow template. 3. On the Action Pane, click General. 4. Click Version default values. 5. Click Add default value to open the drop dialog. 6. In the Document field field, enter or select a value. 7. In the Default value field, type a value. 8. Click OK. 9. Close the page. Notes When you define a default value for a field in the workflow document record details, this default value is automatically added to the related version default values. Edit step setup

Edit step setup - Data entry

On creation of a data entry step and the selection of fields, you define the basic data entry step setup. To complete the setup of a data entry step:

  • Assign the data entry step to the responsible user, team, or role.
  • You can set up step conditions.
  • You can set up an integration with Master data management studio.
  • You can review and edit the tab pages setup, the field groups setup, and the fields setup.
  • If it is the last step of a workflow, you can set up the post actions.

 End End Select fields  manually Configure step  with wizard

Activities

Name Responsible Description

Create step

Designer (Data entry workflow)

For each data entry workflow template, define data entry steps. A data entry step is used to enter a set of data during the workflow execution.

You can use these dependency types to enter data entry steps:

  • Step: Adds a step to the workflow. This can be a first step or a next step. To add a next step, first select the desired previous step.
  • Parallel step: Adds a parallel step to a selected step in the workflow. You can add a parallel step to any step, except for the first step.
  • Group subsequent step: Adds a step that brings together parallel steps in one next step. You can only add a group step if at least one parallel step is defined for the workflow template. For a group step, you must select the steps that are brought together in the group step.

Select step fields

Designer (Data entry workflow)

For each data entry workflow template step, select the fields which data must be entered. Select the fields from the desired pages.

When you submit your field selection:

  • A workflow template document is created.
  • The first page from which you selected the fields is stored. A next time you select fields for any step of the data entry workflow template, this first page is automatically opened.
  • The added tab pages are added to the step.
  • The added field groups are added to the applicable tab pages.
  • The selected fields are added to the applicable field group.

Configure step - Customer

Designer (Data entry workflow)

In D365 FO, the customers setup has a complex data model and several related forms.

With the Configure data entry workflow template wizard, you can configure a data entry workflow template to set up customers. You can use the wizard to configure an existing step.

You can split the customer setup over several steps. For each step, you can use the wizard to configure the desired step field groups.

For example, split the customer setup over these steps:

  • Create customer: Used to enter the main data of a customer.
  • Enter addresses: Used to enter the address information of the customer.
  • Enter contacts: Used to enter the contact information of the customer.
  • Enter contact person: Used to enter the contact person information for the customer.
  • Enter bank account: Used to enter the bank account information for the customer.

Result

When you finish the wizard, based on your selections:

  • The workflow document is created or updated. Note: The workflow is created only the first time you use the wizard for a data entry workflow template.
    In the workflow document:
    • For each applicable table, a record is added.
    • To each record, all fields of the related table are added.
    • All required table relations and field relations are set up.
  • The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step,
  • To each added field group, the main fields are added.

Configure step - Vendor

Designer (Data entry workflow)

In D365 FO, the vendors setup has a complex data model and several related forms.

With the Configure data entry workflow template wizard, you can configure a data entry workflow template to set up vendors. You can use the wizard to configure an existing step.

You can split the vendor setup over several steps. For each step, you can use the wizard to configure the desired step field groups.

For example, split the vendor setup over these steps:

  • Create vendor: Used to enter the main data of a vendor.
  • Enter vendor addresses: Used to enter the address information of the vendor.
  • Enter vendor contacts: Used to enter the contact information of the vendor.

Result

When you finish the wizard, based on your selections:

  • The workflow document is created or updated. Note: The workflow is created only the first time you use the wizard for a data entry workflow template.
    In the workflow document:
    • For each applicable table, a record is added.
    • To each record, all fields of the related table are added.
    • All required table relations and field relations are set up.
  • The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step,
  • To each added field group, the main fields are added.

Configure step - Product

Designer (Data entry workflow)

In D365 FO, the products setup has a complex data model and several related forms.

With the Configure data entry workflow template wizard, you can configure a data entry workflow template for products setup. You can use the wizard to configure an existing step.

You can split the product setup over several steps. For each step, you can use the wizard to select the desired step field groups.

For example, split the product setup over these steps:

  • Create product: Used to enter the product identification data and reference groups.
  • Define units of measure and prices: Used to enter the units of measure and related prices for the product.
  • Define category and attributes: Used to define the product category and related product attributes.

Result

When you finish the wizard, based on your selections:

  • The workflow document is created or updated. Note: The workflow document is created only the first time you use the wizard for a data entry workflow template.
    In the workflow document:
    • For each applicable table, a record is added.
    • To each record, all fields of the related table are added.
    • All required table relations and field relations are set up.
  • The selected field groups are added to the data entry workflow template. The field groups are added to the automatically created tab group of the configured step,
  • To each added field group, the main fields are added.

Define step dependencies

Designer (Data entry workflow)

When you create a data entry workflow step, the applicable dependencies are automatically created. The dependencies are created based on a combination of the selected step(s) and the type of step you create.

You can manually add dependencies or change existing dependencies. For example, if you add an additional step between existing steps, check and add the desired dependencies.

You can also remove a dependency for a selected step.

Copy or move step

Designer (Data entry workflow)

You can copy or move a step of a data entry workflow template.

You can copy or move a step:

  • In the current data entry workflow template.
  • To another data entry workflow template.

Edit workflow document

Designer (Data entry workflow)

The workflow document is used to write the data, as entered using a data entry workflow, to D365 FO.

If you create a:

  • Workflow template, automatically the first version of the related workflow document is created.
  • New version of a workflow template, based on a previous version, also a new version of the related workflow document is created.
  • New blank version of a workflow template, also a new blank version of the related workflow document is created.

If you select fields for a data entry workflow template step, the workflow document is updated based on the selections you made. Existing document record relations are not changed.

Based on the selected fields, this is added to the automatically created workflow document:

  • Records: Fields on a page are linked to a datasource. A page can have fields from several datasources. For each datasource from which you select fields, a record is added to the workflow document. Each page has a main datasource. Always a record is added for the main datasource, whether you select a field from the main datasource or not.
  • Fields: All selected fields are added to the applicable record in the workflow document.
  • Datasource connection fields: If you select fields from several datasources, the fields that connect the datasources are always added, whether selected or not.
  • Ranges: If a datasource has a range defined for the page, the range is also added to the workflow document record. For example, on the Released products page, you can fill in fields of the InventTableModule datasource for that apply to one of these modules: Sales, Purchase, or Inventory. For each of these modules, a separate record is added to the workflow document. For each of these records a range is added indicating the applicable module.
  • Virtual fields: To a workflow template step of type 'Data entry', you can add virtual fields. you can add virtual fields of these types: Generic, Document attachment, Picture, or Product attribute. On creation, you link a virtual field to a workflow document record. Based on this link, a virtual field is added to the workflow document.

You can review and adjust a workflow document. If you do so, make sure these rules are applied:

  • For workflow template documents, the records must be in line with how the data is structured and named in D365 FO.
  • Each document record must have the data fields which values must be written to D365 FO. The fields must be in line with naming in D365 FO. Also, the fields must have the same type as in D365 FO.

Set version default values

Designer (Data entry workflow)

A data entry workflow template and its related workflow document are version-specific. If fields are selected for or added to a workflow template step, you can set version-specific default values for each field in the workflow document.

You can use version default values, for example, to set the value of fields that are not added to a workflow step.

When you define a default value, it is automatically set as default value for the related:

  • Workflow document record field.
  • Step fields. Note that you can change this default value for each step field.

Edit step setup

Designer (Data entry workflow)

On creation of a data entry step and the selection of fields, you define the basic data entry step setup. To complete the setup of a data entry step:

  • Assign the data entry step to the responsible user, team, or role.
  • You can set up step conditions.
  • You can set up an integration with Master data management studio.
  • You can review and edit the tab pages setup, the field groups setup, and the fields setup.
  • If it is the last step of a workflow, you can set up the post actions.

Edit step setup

Edit step tab pages

Edit step field groups

Edit step fields

Set up post actions

Provide feedback