Chapter 23: Report descriptions
There are five reports you can use to monitor the Workflow system. The following sections describe the reports and explain when you may want to use them.
• Completed Tasks by Approvers report
• Completed Tasks by Workflow Step report
• Completed Documents report
• Active Tasks report
• Task Summary report
Completed Tasks by Approvers report
The Completed Tasks by Approvers report shows how many days it took a specific approver to complete his or her tasks. This report helps you identify approvers who may be slowing down a workflow approval process.
To generate this report, see Generate the Completed Tasks by Approvers report on page 109.
Completed Tasks by Workflow Step report
The Completed Tasks by Workflow Step report shows how many days it took to complete a specific workflow step. This report helps you identify specific steps that may be slowing down a workflow approval process.
To generate this report, see Generate the Completed Tasks by Workflow Step report on page 109.
Completed Documents report
The Completed Documents report displays a list of documents, master records, and batches that have completed their workflows. The report shows how many days it took to complete the workflow for each document and batch.
To generate this report, see Generate the Completed Documents report on page 110.
C H A P T E R 2 3 R E P O R T D E S C R I P T I O N S
Active Tasks report
The Active Tasks report displays a list of active tasks and the approvers they are assigned to. This report helps you identify approvers who may have several active tasks assigned to them.
To generate this report, see Generate the Active Tasks report on page 111.
Task Summary report
The Task Summary report displays task information for a specific workflow step.
For example, you can view the number of tasks that are active, completed, and escalated for a specific step.
To generate this report, see Generate the Task Summary report on page 111.
Chapter 24: Generate reports
The following sections explain how to generate the Workflow reports:
• Generate the Completed Tasks by Approvers report
• Generate the Completed Tasks by Workflow Step report
• Generate the Completed Documents report
• Generate the Active Tasks report
• Generate the Task Summary report
Generate the Completed Tasks by Approvers report
Use the following steps to generate the Completed Tasks by Approvers report.
1. Go to the Workflow web site.
2. Click Reports on the Quick Launch. The Workflow Reports page is displayed.
3. From the Current Company list in the upper-right corner of the page, select the company you want to generate a report for.
4. Click Completed Tasks by Approvers Report. The Completed Tasks by Approvers Report page is displayed.
5. Select the company you want to generate a report for.
6. Select a workflow type.
7. Select an approver.
8. Enter a range of task due dates to limit the number of tasks that are listed on the report.
9. Click Process Report.
10. The File Download dialog box appears. You can display the report or save it to a specified location.
• To display the report, click Open. The report is displayed in Microsoft Office Excel®.
• To save the report, click Save. Specify where you want to save the report.
The report is saved as an .xml file.
Generate the Completed Tasks by Workflow Step report
Use the following steps to generate the Completed Tasks by Workflow Step report.
1. Go to the Workflow web site.
2. Click Reports on the Quick Launch. The Workflow Reports page is displayed.
3. From the Current Company list in the upper-right corner of the page, select the company you want to generate a report for.
4. Click Completed Tasks by Workflow Step Report. The Completed Tasks by Workflow Step Report page is displayed.
5. Select the company you want to generate a report for.
6. Select a workflow type.
7. Select a workflow step.
The list displays the names of workflow steps. The name of the workflow the step belongs to is in parentheses.
8. Enter a range of task due dates to limit the number of tasks that are listed on the report.
9. Click Process Report.
10. The File Download dialog box appears. You can display the report or save it to a specified location.
• To display the report, click Open. The report is displayed in Excel.
• To save the report, click Save. Specify where you want to save the report.
The report is saved as an .xml file.
Generate the Completed Documents report
Use the following steps to generate the Completed Documents report.
1. Go to the Workflow web site.
2. Click Reports on the Quick Launch. The Workflow Reports page is displayed.
3. From the Current Company list in the upper-right corner of the page, select the company you want to generate a report for.
4. Click Completed Documents Report. The Completed Documents Report page is displayed.
5. Select the company you want to generate a report for.
6. Select a workflow type.
7. Enter a range of dates to limit the number of documents that are listed on the report.
8. Click Process Report.
9. The File Download dialog box appears. You can display the report or save it to a specified location.
• To display the report, click Open. The report is displayed in Excel.
• To save the report, click Save. Specify where you want to save the report.
The report is saved as an .xml file.
C H A P T E R 2 4 G E N E R A T E R E P O R T S
Generate the Active Tasks report
Use the following steps to generate the Active Tasks report.
1. Go to the Workflow web site.
2. Click Reports on the Quick Launch. The Workflow Reports page is displayed.
3. From the Current Company list in the upper-right corner of the page, select the company you want to generate a report for.
4. Click Active Tasks Report. The Active Tasks Report page is displayed.
5. Select the company you want to generate a report for.
6. Select a workflow type.
7. Select an approver.
8. Enter a range of task due dates to limit the number of tasks that are listed on the report.
9. Click Process Report.
10. The File Download dialog box appears. You can display the report or save it to a specified location.
• To display the report, click Open. The report is displayed in Excel.
• To save the report, click Save. Specify where you want to save the report.
The report is saved as an .xml file.
Generate the Task Summary report
Use the following steps to generate the Task Summary report.
1. Go to the Workflow web site.
2. Click Reports on the Quick Launch. The Workflow Reports page is displayed.
3. From the Current Company list in the upper-right corner of the page, select the company you want to generate a report for.
4. Click Task Summary Report. The Task Summary Report page is displayed.
5. Select the company you want to generate a report for.
6. Select a workflow type.
7. Select a workflow step.
The list displays the names of workflow steps. The name of the workflow the step belongs to is in parentheses.
8. Select an approver.
9. Enter a range of task due dates to limit the number of tasks that are listed on the report.
10. Click Process Report.
11. The File Download dialog box appears. You can display the report or save it to a specified location.
• To display the report, click Open. The report is displayed in Excel.
• To save the report, click Save. Specify where you want to save the report.
The report is saved as an .xml file.
Index
A
activation
of a workflow 60 of a workflow type 55 of the Workflow system 77 Active Tasks report
described 107 generating 111 Administrator group
adding users to 23 described 23
security privileges 27 administrators
adding users to the administrators group 23
described 23
security privileges 27 alert messages
how users can set their preferences 79 sending e-mail alert messages 64 sending Microsoft Dynamics desktop
alert messages 64 approvals
requiring at least one approval 62 specifying when required for a step
70
Approved status, described 39 approvers
actions they can take 30
adding users to the approvers group 25
described 25 final approvers 62 security privileges 27 specifying 74
what happens when they submit documents, master records, or batches 46
when there are multiple approvers for a step 74
checklist, for setting up the Workflow system 51
Completed Documents report described 106
generating 110
Completed Tasks by Approvers report described 105
Completed Tasks by Approvers report (continued)
generating 109
Completed Tasks by Workflow Step report described 106
generating 109 configurations
diagrams 12
separate web server 12 server farm 13 single server 12
current installation instructions, accessing on the Web 4
current upgrade information, accessing on the Web 4
customer credit limit override approval workflow, described 18
D
deactivation described 89 of a workflow 60, 90 of a workflow type 90 of the Workflow system 91 delegates
adding users to the delegates group 25
allowing approvers to delegate tasks 63
separate web server 12 server farm 13 single server 12 desktop alert messages
how users can set their preferences 79 sending 64
diagrams
architecture 11
separate web server configuration 12 server farm configuration 13 single-server configuration 12 documentation
accessing on the Web 4 symbols and conventions 3 due dates
how calculated 57 setting due dates 75 Dynamics event log, viewing 97
E
eConnect, changing passwords 95 electronic signatures workflow, described
22
e-mail alert messages
how users can set their preferences 79 sending 64
employee onboard approval workflow, described 21
employee personnel approval workflow, described 22
escalation, described 64
event logs, viewing the Dynamics event log 97
F
final approvers, described 62
G
General Ledger batch approval workflow, described 19
groups
administrators group 23 approvers group 25 carbon copies group 26 delegates group 25 managers group 24 originators group 24 security privileges 27, 28
H
help, displaying 3, 4
Help menu in Microsoft Dynamics GP, described 3
High priority, described 40 history, viewing 87
I
icons, used in manual 3 identities, approval process 101
installation instructions, accessing on the Web 4
L
Low priority, described 40
M
managers
adding users to the managers group 24
assigning 55 described 24
security privileges 27 messages
how users can set their preferences 79 sending e-mail alert messages 64 sending Microsoft Dynamics desktop
alert messages 64
Microsoft Dynamics desktop alerts how users can set their preferences 79 sending 64
Microsoft Dynamics Workflow Administrator
adding users to this group 23 described 23
security privileges 27
N
navigation, symbols used for 3
No Approval Needed status, described 39 non-work days, defining 57
Normal priority, described 40 Not Submitted status, described 39
O
originators
actions they can take 29
adding users to the originators group 24
sending e-mail alert messages 64 supported versions 8
P
passwords
changing SharePoint account passwords 95
changing the eConnect account password 95
Payables Management batch approval workflow, described 20
Pending Approval status, described 39 Pending Changes status, described 39 performance, monitoring 99
personnel approval workflow, described 22
priorities, described 40
product documentation, accessing on the Web 4
purchase order approval workflow, described 17
R
read-only access described 26, 61
giving users read-only access 26 Receivables Management batch approval
workflow, described 20 reconciling, after deactivating the
Workflow system 91 Rejected status, described 39 reports
Active Tasks 107, 111
Completed Documents 106, 110 Completed Tasks by Approvers 105,
109
Completed Tasks by Workflow Step 106, 109
Task Summary 107, 111 resources, documentation 3, 4
resubmitting documents and batches 100 roles, in Microsoft Dynamics GP 28
S
sales quote approval workflow, described 18
security
how managed in Microsoft Dynamics GP 28
how managed on the Workflow web site 27
what administrators have access to 27 what approvers have access to 27 what delegates have access to 27 what managers have access to 27 what originators have access to 27 security roles, in Microsoft Dynamics GP
28 carbon copies group 26 delegates group 25 managers group 24 originators group 24 security privileges 27, 28 statuses, described 39
Submitted status, described 39, 100 symbols, used in manual 3
system requirements, accessing on the Web 4
how due dates are calculated 57 overriding due dates 37 setting a time limit 75 when created 35 when overdue 38, 64 tracing
specifying a location for trace statements 99
turning on 97 tracing switches
adding to config files 97 turning on 98
viewing the Dynamics event log 97
U
upgrade information, accessing on the Web 4
URLs
of the Workflow web service 78 of the Workflow web site 53, 78, 93
V
vendor approval workflow, described 19
W
web site
changing the URL 93 default URL 53
for the Workflow system 53
Windows performance monitor, logging statistics to 99
work days, defining 57 Workflow administrators
adding users to the administrators group 23
described 23
security privileges 27
Workflow Deactivated status, described 39
workflow examples simple workflow 41
workflow where an approver is an originator 46
workflow with converging steps 44 workflow with multiple approval
paths 43
workflow with multiple approvers in a step 45
workflow with multiple first steps 42 Workflow Not Activated status, described
39 specifying step types 69 specifying the order of steps 68 specifying what should happen when
conditions aren’t met 73
specifying when approval is required 70
Workflow system activating 77 architecture 11 benefits of 8
configuring the Workflow calendar 57 deactivating 91
defined 7
deployment configurations 12 how users interact with the system 9 preparing for the setup 52
priorities 40
selecting the workflow types your company will use 55
setup checklist 51 statuses 39
types of workflows 17
I N D E X
Workflow system (continued) web site 53
workflow types
customer credit limit override approval 18
deactivating 90
electronic signatures workflow 22 employee onboard approval 21 employee personnel approval 22 General Ledger batch approval 19 Payables Management batch
approval 20
purchase order approval 17 Receivables Management batch
approval 20
sales quote approval 18 vendor approval 19
Workflow web service, default URL 78 Workflow web site
accessing 53 default URL 78 URL 93
WorkflowApprover group adding users to 25 described 25
security privileges 27 WorkflowCarbonCopies group
adding users to 26 described 26
security privileges 27 WorkflowDelegate group
adding users to 25 described 25
security privileges 27 WorkflowManager group
adding users to 24 described 24
security privileges 27 WorkflowOriginator group
adding users to 24 described 24
security privileges 27 workflows
activating 60
adding workflow steps 67 configuring 59
requiring at least one approval 62 selecting the types your company will
use 55
specifying originators 61 types of 17
viewing history 87