1. Data Management
  2. Data Entry Workflow
  3. Operation

Manage workflows

You can start a data entry workflow in these ways:

  • From the forms to which it applies.
  • Automatically with SQL triggers and processing the Data synchronization log.

If a task of a started data entry workflow is assigned to you, you can do the task from the Data entry workflow management workspace.


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. User (Data entry workflow) User (Data entry workflow) The Data entry workflow user (DewDataEntryWorkflowUser): Enters data in the assigned workflow tasks. Approves entered data in the assigned workflow tasks. Views and delegates workflow task assignments. Can view the Data entry workflow management workspace. Start Start Start workflow Start workflow You can start a data entry workflow from the forms to which it applies.Depending on the dynamic menu form setup of a data entry workflow template, you can start a data entry workflow to create or edit a record.If you create, edit, or delete a record using a data entry workflow template, a workflow task dialog is opened based on the initial step setup.When you complete the initial workflow task, based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment. Procedure 1. Open the page from which you want to start a data entry workflow. Note: You can only start a data entry workflow if: A data entry workflow template is applied to the page. You are assigned to the initial step of the data entry workflow template. You can be assigned as a user or by role or team. 2. On the Action Pane, click Data entry workflow. 3. Sub-task: Create blank record. 4. Click New record to open the drop dialog. 5. By default, in the Create from field, the 'Blank' option is selected. If 'Blank' is selected, you can apply a user template to create a record. In the Apply template field, enter or select a value. Note: For more info on user templates, refer to Create a record template to facilitate data entry. 6. In the templates list, find and select the desired data entry workflow template. 7. Click OK. 8. Fill in the fields and click Complete. 9. Sub-task: Create record based on existing record. 10. On the page on which you want to create a record, in the list, find and select the desired existing record. 11. Click New record to open the drop dialog. 12. In the Create from field, select 'Existing'. 13. In the templates list, find and select the desired data entry workflow template. 14. Click OK. 15. Fill in the fields and click Complete. Note: Except for the key fields of the record, the fields are already filled based on the selected existing record. 16. Sub-task: Edit record. 17. On the page from which you want to edit a record, in the list, find and select the desired record. 18. Click Edit record to open the drop dialog. 19. In the templates list, find and select the desired data entry workflow template. 20. Click OK. 21. Edit the desired fields and click Complete. 22. Sub-task: Delete record. 23. On the page from which you want to delete a record, in the list, find and select the desired record. 24. Click Delete record to open the drop dialog. 25. In the templates list, find and select the desired data entry workflow template. 26. Click OK. 27. Click Delete. 28. On the confirmation message, click Yes. 29. Close the page. Notes You can also start a data entry workflow in the Data entry workflow management workspace, on the Templates tab. To do so, select the desired template and click Start. On the Templates tab, only the data entry workflow templates are shown: That are active. For which you are assigned to the initial step. You can be assigned as a user or by role or team. You can save the data that you entered doing an initial workflow task and: Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment. Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task. If you complete or save a data entry workflow task, the entered data is stored in a staging table. If you complete a data entry workflow task for which Transfer to target is enabled, the data is also transferred from the staging table to the applicable target tables. For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment. Next workflow task is  assigned to applicable  user, role, or team Next workflow task is  assigned to applicable  user, role, or team Do workflow task Do workflow task If a data entry workflow task is assigned to you, you can do the task.The purpose of a data entry workflow task can be:Data entryApprovalPossible duplicates evaluationData entryYou can use a data entry workflow task for several purposes. This table explains the purposes:PurposeDescriptionEnter dataFill in a set of fields as defined for the related step in the data entry workflow template.If a grid is shown, you can enter several records.Note:If the task is to enter customer or vendor details for a new customer or vendor record, you can use the Name field to select a party that is already defined in D365 F&SCM. The party address details are automatically copied to the new customer or vendor record.If the task is to delete a record, you cannot fill in any fields.Review dataReview or reconsider a filled in value for which an approver did a change request.Complete taskComplete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.ApprovalYou can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options:OptionDescriptionEditFor an approval step, on the data entry workflow template, updating fields can be allowed. If so, as an approver, you can change field values directly on approval tasks.ApproveThe approver can approve by field or approve all fields at once.If a grid is shown, you only can approve by grid record.If you approve the full approval task, the position of the approval step in the workflow defines the next action. If the approval step is:The last step in the data entry workflow, the workflow is ended, and the entered data is transferred to the target tables.An intermediate approval, based on the setup of the related data entry workflow template, the next workflow task is created with the applicable assignment.Note: If the task is to approve a record deletion, you can only approve the full task. If approved, the record deletion confirmation message appears. Once confirmed, the record is deleted permanently and the workflow task is finished.Change requestThe approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field.If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, the workflow task (step) where the field was initially filled in is reactivated with the applicable assignment.Note: If the task is to approve a record deletion, you cannot request a change.DelegateThe approver can assign the approval task to another user.RejectThe approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created.Possible duplicates evaluationDuring data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that:No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically. Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate.Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options:OptionDescriptionApproveYou can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued.DelegateYou can assign the possible duplicates evaluation task to another user.RejectYou can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled. Procedure 1. Click Data entry workflow management. 2. Click the Open tasks assigned to me tab. 3. Sub-task: Do data entry task. 4. In the list, find and select the desired data entry task. 5. Click Open. 6. Fill in the fields and click Complete. 7. Sub-task: Do approval task. 8. In the list, find and select the desired approval task. 9. Click Open. 10. Review the data of the shown fields and choose the desired approval option. Note: If updating fields on approval is allowed for the approval step, you can also change field values. Notes Doing a workflow task, you can save the data that you entered. You can also save the field approval selections and related comments. If you save the workflow task, you have these options: Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment. Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task. If you complete or save a data entry workflow task, the entered data is stored in a staging table. Doing a data entry workflow, an earlier entered value of a field can be changed. If so, on a workflow task, the Field value history button  is shown next to the field. This button is shown only the next time you open the task or for the next task with the same field. If you click this button, a drop-down list is opened. It shows all previous values that were entered for the field. If you complete a data entry workflow task for which Transfer to target is enabled or if you do the last workflow task (usually an approval), the data is transferred from the staging table to the applicable target tables. For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment. How to start a  data entry workflow? How to start a  data entry workflow? Workflow finished? Workflow finished? Process data synchronization log Process data synchronization log When a record is inserted or updated in a D365 F&SCM table for which data entry workflow SQL triggering is set up, the table event (Insert or Update) is logged in the Data synchronization log.To start a data entry workflow, you must process the logged table events from the data synchronization log. Usually, you process this in a recurring batch. The processing is done based on the Workflow template SQL trigger assignment.As a result, the first data entry workflow task is created and assigned based on the data entry workflow template configuration.This topic explains how to process the data synchronization log.Note:For each SQL trigger that is defined and created in the database, all related table events are logged in the Data synchronization log.Only the table event is logged and used for further processing. So, in case of an update, an event is logged of type Update. However, the changed data is not marked as changed and not used for further processing. For example, if you change a customer address, an event is logged that the customer is updated. However, the address change as such is not logged. When, for the logged event, a data entry workflow is started, the then current data of the customer is used.If a logged event is processed, it is deleted from the data synchronization log.A data entry workflow can be started by processing the data synchronization log. When you complete a related data entry workflow task, the inserted or updated records are only transferred to the applicable D365 F&SCM table if:For the data entry workflow task, Transfer to target is Yes.The data entry workflow task is the last step in the data entry workflow. Procedure 1. Go to Data entry workflow > Inquiries > Data synchronization log. 2. Click Process. 3. To improve the performance when processing a lot of logged events, you can use paging. For paging, the logged events are split over several pages that are run in parallel batch tasks. It can be that you can run only a limited number of batch jobs in parallel or that you want to use a limited number of batch jobs. If so, define the maximum allowed number of pages. In the Number of pages field, enter a number. Note: If the number of records to be processed is less than the defined 'Number of pages' x 'Page size', less than the defined number of pages are processed. 4. You can split the records to be processed over several pages (batch tasks). Define the number of events to be processed by one batch task (page). In the Page size field, enter a number. Note: If the number of records to be processed exceeds the value of 'Number of pages' multiplied by 'Page size', and 'Limit records' is set to: No: The number of records per page is increased to ensure all records are processed. Yes: The maximum number of records per page is fixed. So, not all records are processed. 5. Select Yes in the Limit records field. 6. Usually, all records in the data synchronization log are processed. However, you can also process a number of oldest records only. For example, if you fill in '100', only the 100 oldest records are processed. This can be helpful to investigate if issues occur when processing older records. In the Oldest set of field, enter a number. Note: If you enter a number in the 'Oldest set of' field, these fields are ignored: Number of pages Page size Limit records 7. Sub-task: Set up batch processing. 8. Expand the Run in the background section. 9. Select Yes in the Batch processing field and fill in the other fields as desired. 10. Click Recurrence and fill in the fields as desired. 11. Click OK. 12. Click OK. Notes You can also process specific data synchronization log records. To do so:Go to Data entry workflow > Inquiries > Data synchronization log.Select the records to be processed.Click Process selection. End End No Yes Manually  from form Automatically  with SQL trigger

Activities

Name Responsible Description

Start workflow

User (Data entry workflow)

You can start a data entry workflow from the forms to which it applies.

Depending on the dynamic menu form setup of a data entry workflow template, you can start a data entry workflow to create or edit a record.

If you create, edit, or delete a record using a data entry workflow template, a workflow task dialog is opened based on the initial step setup.

When you complete the initial workflow task, based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.

Do workflow task

User (Data entry workflow)

If a data entry workflow task is assigned to you, you can do the task.

The purpose of a data entry workflow task can be:

  • Data entry
  • Approval
  • Possible duplicates evaluation

Data entry

You can use a data entry workflow task for several purposes. This table explains the purposes:

PurposeDescription
Enter data

Fill in a set of fields as defined for the related step in the data entry workflow template.

If a grid is shown, you can enter several records.

Note:

  • If the task is to enter customer or vendor details for a new customer or vendor record, you can use the Name field to select a party that is already defined in D365 F&SCM. The party address details are automatically copied to the new customer or vendor record.
  • If the task is to delete a record, you cannot fill in any fields.
Review dataReview or reconsider a filled in value for which an approver did a change request.
Complete taskComplete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.

Approval

You can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options:

OptionDescription
EditFor an approval step, on the data entry workflow template, updating fields can be allowed. If so, as an approver, you can change field values directly on approval tasks.
Approve

The approver can approve by field or approve all fields at once.

If a grid is shown, you only can approve by grid record.
If you approve the full approval task, the position of the approval step in the workflow defines the next action. If the approval step is:

  • The last step in the data entry workflow, the workflow is ended, and the entered data is transferred to the target tables.
  • An intermediate approval, based on the setup of the related data entry workflow template, the next workflow task is created with the applicable assignment.

Note: If the task is to approve a record deletion, you can only approve the full task. If approved, the record deletion confirmation message appears. Once confirmed, the record is deleted permanently and the workflow task is finished.

Change request

The approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field.

If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, the workflow task (step) where the field was initially filled in is reactivated with the applicable assignment.

Note: If the task is to approve a record deletion, you cannot request a change.

DelegateThe approver can assign the approval task to another user.
RejectThe approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created.

Possible duplicates evaluation

During data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that:

  • No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically. 
  • Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate.

Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options:

OptionDescription
ApproveYou can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued.
DelegateYou can assign the possible duplicates evaluation task to another user.
RejectYou can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled.

Process data synchronization log

Designer (Data entry workflow)

When a record is inserted or updated in a D365 F&SCM table for which data entry workflow SQL triggering is set up, the table event (Insert or Update) is logged in the Data synchronization log.
To start a data entry workflow, you must process the logged table events from the data synchronization log. Usually, you process this in a recurring batch. The processing is done based on the Workflow template SQL trigger assignment.

As a result, the first data entry workflow task is created and assigned based on the data entry workflow template configuration.
This topic explains how to process the data synchronization log.

Note:

  • For each SQL trigger that is defined and created in the database, all related table events are logged in the Data synchronization log.

  • Only the table event is logged and used for further processing. So, in case of an update, an event is logged of type Update. However, the changed data is not marked as changed and not used for further processing. For example, if you change a customer address, an event is logged that the customer is updated. However, the address change as such is not logged. When, for the logged event, a data entry workflow is started, the then current data of the customer is used.

  • If a logged event is processed, it is deleted from the data synchronization log.

  • A data entry workflow can be started by processing the data synchronization log. When you complete a related data entry workflow task, the inserted or updated records are only transferred to the applicable D365 F&SCM table if:
    • For the data entry workflow task, Transfer to target is Yes.
    • The data entry workflow task is the last step in the data entry workflow.

See also

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