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Workflow - Request change functionality

  • 1.  Workflow - Request change functionality

    TOP CONTRIBUTOR
    Posted Aug 03, 2017 06:01 PM
    Hello -

    We are currently using Dynamics 365 with Axtension Invoice processing and I have a few questions regarding the "request change" option in Invoice workflow.  We are trying to use the request change button to route an invoice back to the person who coded it but we are getting the error message shown below:


    Does this message look familiar?  We are having trouble figuring out what type of access is missing that is preventing the original invoice coder from getting the invoice back.  Does the "request change" option allow you to send the invoice to anyone?  Or is there something in the workflow that is only allowing certain users the ability to receive the invoice?  Right now, it looks like we are only able to assign invoices under  "request change" to our 2 AP roles.

    Any information would be very much appreciated!

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    Elsa Yang-Brown
    Sempra US Gas & Power
    San Diego CA
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  • 2.  RE: Workflow - Request change functionality

    TOP CONTRIBUTOR
    Posted Aug 04, 2017 09:12 AM
    As a general rule, I have seen 'reject' used instead of 'request change'.  There are two differences:
    1) Request changes has you select the user (assumes you know who submitted or who was in the workflow before it go to you) but reject automatically sends it back to submitter.
    2) Reject starts a new workflow and the request change continues with the same workflow.  Workflow history is maintained for both, but it's a matter of viewing it differently.

    TechNet says that you should be able to use either, but we have seen issues with editing the appropriate fields using the 'request change' functionality and most people don't like having to select the user.


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    Shirley Adams
    AKA Enterprise Solutions
    New York NY
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  • 3.  RE: Workflow - Request change functionality

    SILVER CONTRIBUTOR
    Posted Aug 04, 2017 10:13 AM
    The user that's assigned should have access rights to maintain/approve the invoice. We have seen the security issue where we try assign it to a user and they don't have access to approve the invoice.

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    Surender Goli
    Atara Biotherapeutics
    Westlake Village CA
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  • 4.  RE: Workflow - Request change functionality

    TOP CONTRIBUTOR
    Posted Aug 04, 2017 01:34 PM
    Thank you for your responses.  I do show that the user has the ability to maintain invoices (meaning they can modify the coding, etc on an invoices).  They do not have approval access to the invoice.  It was routed to the manager to approve but he wanted the user to changing the coding on the invoice.  Are you sure that you definitely need access to approve the invoice in order to use this functionality?  If there is only 1 person that is allowed to approve this invoice (based on cost center), then does that mean that this functionality will not work.  Why were we able to reject it back to AP (who does not have the ability to approve an invoice)?

    We have used the reject functionality which sends it back to AP but then it stops the workflow and they have to restart it.  We thought that using the "request change" option would save time as it would just go back to the last person to correct and then go back to the approver to approve.

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    Elsa Yang-Brown
    Sempra US Gas & Power
    San Diego CA
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  • 5.  RE: Workflow - Request change functionality

    SILVER CONTRIBUTOR
    Posted Aug 07, 2017 01:25 PM

    The only way to confirm this works is by assigning the approve invoices duty and testing. I am thinking that workflow may not recognize the difference between "request change" vs work flow approval, and it's looking for the receiver to take some action on the work flow - approve/reject/delegate etc..



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    Surender Goli
    Atara Biotherapeutics
    Westlake Village CA
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  • 6.  RE: Workflow - Request change functionality

    GOLD CONTRIBUTOR
    Posted Aug 08, 2017 08:28 AM
    We've also seen it with Record Level Security (AX 2009), but the problem was the user submitting did not have access to the employee record of the approver. You'd think workflow would do a runas for that, but no.

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    Dale Berta
    Dynamics AX Technologist
    Computer Aid Inc
    Allentown PA
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