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 111.
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 111.
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.
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 113.
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 113.
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
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.
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.
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 62 of a workflow type 57 of the Workflow system 79 Active Tasks report
described 109 generating 113 Administrator group
adding users to 25 described 25
security privileges 29 administrators
adding users to the administrators group 25
described 25
security privileges 29 alert messages
how users can set their preferences 81 sending e-mail alert messages 66 sending Microsoft Dynamics desktop
alert messages 66 approvals
requiring at least one approval 64 specifying when required for a step
72
Approved status, described 41 approvers
actions they can take 32
adding users to the approvers group 27
described 27 final approvers 64 security privileges 29 specifying 76
what happens when they submit documents, master records, or batches 48
when there are multiple approvers for a step 76
checklist, for setting up the Workflow system 53
Completed Documents report described 108
generating 112
Completed Tasks by Approvers report
Completed Tasks by Approvers report (continued)
generating 111
Completed Tasks by Workflow Step report described 108
generating 111 configurations
diagrams 14
separate web server 14 server farm 15 single server 14
current installation instructions, accessing on the Web 4
current upgrade information, accessing on the Web 4
customer credit limit override approval workflow, described 20
D
deactivation described 91 of a workflow 62, 92 of a workflow type 92 of the Workflow system 93 delegates
adding users to the delegates group 27
allowing approvers to delegate tasks 65
separate web server 14 server farm 15 single server 14 desktop alert messages
how users can set their preferences 81 sending 66
diagrams
architecture 13
separate web server configuration 14 server farm configuration 15 single-server configuration 14 documentation
accessing on the Web 4 symbols and conventions 3 due dates
how calculated 59 setting due dates 77 Dynamics event log, viewing 99
E
eConnect, changing passwords 97 e-mail alert messages
how users can set their preferences 81 sending 66
employee onboard approval workflow, described 23
employee personnel approval workflow, described 24
escalation, described 66
event logs, viewing the Dynamics event log 99
F
final approvers, described 64
G
General Ledger batch approval workflow, described 21
groups
administrators group 25 approvers group 27 carbon copies group 28 delegates group 27 managers group 26 originators group 26 security privileges 29, 30
H
help, displaying 3, 4
Help menu in Microsoft Dynamics GP, described 3
High priority, described 42 history, viewing 89
I
icons, used in manual 3 identities, approval process 103
installation instructions, accessing on the Web 4
L
Low priority, described 42
M
managers
adding users to the managers group 26
assigning 57 described 26
security privileges 29 messages
how users can set their preferences 81 sending e-mail alert messages 66 sending Microsoft Dynamics desktop
alert messages 66
Microsoft Dynamics desktop alerts how users can set their preferences 81 sending 66
Microsoft Dynamics Workflow Administrator
adding users to this group 25 described 25
security privileges 29
N
navigation, symbols used for 3
No Approval Needed status, described 41
Normal priority, described 42 Not Submitted status, described 41
O
originators
actions they can take 31
adding users to the originators group 26
sending e-mail alert messages 66 supported versions 10
P
passwords
changing SharePoint account passwords 97
changing the eConnect account password 97
Payables Management batch approval workflow, described 22
Pending Approval status, described 41 Pending Changes status, described 41 performance, monitoring 101
personnel approval workflow, described 24
priorities, described 42
product documentation, accessing on the Web 4
purchase order approval workflow, described 19
R
read-only access described 28, 63
giving users read-only access 28 Receivables Management batch approval
workflow, described 22 reconciling, after deactivating the
Workflow system 93 Rejected status, described 41 reports
Active Tasks 109, 113
Completed Documents 108, 112 Completed Tasks by Approvers 107,
111
Completed Tasks by Workflow Step 108, 111
Task Summary 109, 113 resources, documentation 3, 4
resubmitting documents and batches 102 roles, in Microsoft Dynamics GP 30
S
sales quote approval workflow, described 20
security (continued)
how managed on the Workflow web site 29
what administrators have access to 29 what approvers have access to 29 what delegates have access to 29 what managers have access to 29 what originators have access to 29 security roles, in Microsoft Dynamics GP
30 carbon copies group 28 delegates group 27 managers group 26 originators group 26 security privileges 29, 30 statuses, described 41
Submitted status, described 41, 102 symbols, used in manual 3
system requirements, accessing on the Web 4
how due dates are calculated 59 overriding due dates 39 setting a time limit 77 when created 37 when overdue 40, 66 tracing
specifying a location for trace statements 101
turning on 99 tracing switches
adding to config files 99 turning on 100
viewing the Dynamics event log 99
U
upgrade information, accessing on the Web 4
URLs (continued)
of the Workflow web site 55, 80, 95
V
vendor approval workflow, described 21
W
web site
changing the URL 95 default URL 55
for the Workflow system 55
Windows performance monitor, logging statistics to 101
work days, defining 59 Workflow administrators
adding users to the administrators group 25
described 25
security privileges 29
Workflow Deactivated status, described 41
workflow examples simple workflow 43
workflow where an approver is an originator 48
workflow with converging steps 46 workflow with multiple approval
paths 45
workflow with multiple approvers in a step 47
workflow with multiple first steps 44 Workflow Not Activated status, described
41 specifying step types 71 specifying the order of steps 70 specifying what should happen when
conditions aren’t met 75
specifying when approval is required 72
Workflow system activating 79 architecture 13 benefits of 10
configuring the Workflow calendar 59 deactivating 93
defined 9
deployment configurations 14 how users interact with the system 11 preparing for the setup 54
priorities 42
selecting the workflow types your company will use 57
setup checklist 53 statuses 41
I N D E X
workflow types
customer credit limit override approval 20
deactivating 92
employee onboard approval 23 employee personnel approval 24 General Ledger batch approval 21 Payables Management batch
approval 22
purchase order approval 19 Receivables Management batch
approval 22
sales quote approval 20 vendor approval 21
Workflow web service, default URL 80 Workflow web site
accessing 55 default URL 80 URL 95
WorkflowApprover group adding users to 27 described 27
security privileges 29 WorkflowCarbonCopies group
adding users to 28 described 28
security privileges 29 WorkflowDelegate group
adding users to 27 described 27
security privileges 29 WorkflowManager group
adding users to 26 described 26
security privileges 29 WorkflowOriginator group
adding users to 26 described 26
security privileges 29 workflows
activating 62
adding workflow steps 69 configuring 61
requiring at least one approval 64 selecting the types your company will
use 57
specifying originators 63 types of 19
viewing history 89