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Financial Period Close Workspace with MS Flow

  • 1.  Financial Period Close Workspace with MS Flow

    Posted 15 days ago
    A few months back our organization decided to explore the utilization of the Financial period close workspace to track and report tasks associated with every close. We currently use a 3rd party solution to track these tasks.

    The key requirements were as follows:

    1. Ability to get notified when tasks came needed to be started (in development)
    2. Ability to attach documents
    3. Ability to approve tasks (by multiple approvers) based on a pre-defined logic
    4. Records management and disposition capabilities for attachments
    5. Task questionnaires for audit
    6  Reporting capabilities to track current status of the close as well as performance analytics

    To achieve the above requirements, we have used a combination of out of the box capabilities of the Financial period close workspace (I will not get into the details of how the workspace works as it has been covered in previous posts). A gap analysis revealed that with small extensions to the wokspace and the underlying data entities, we could complete requirement  #s 2, 4 (partial), 5 and 6.  However for requirements ​​1, 3 and 4(partial), we looked at MS flow. Attached is a process flow that outlines the solution.

    A summary of the solution is as follows:

    1. Accountants view their tasks on the workspace and start working on them
    2. Attachments are added using a Sharepoint Document type
    3. MS Flow 1 updates the Sharepoint metadata with metadata from the task in the workspace. Sharepoint columns need to be created for this. A separate attachment data entity was created that holds the attachment metadata for every attachment that has been added to the Financial close workspace
    4. Accountants mark tasks as "Ready for review" in the Review status field (custom)
    5. MS Flow 2 runs periodically to pick up records with the above status in the Financial period close workspace (via a custom data entity)
    6. The records are inserted in a Sharepoint list
    7. MS Flow 3 is triggered when a new item is inserted into a Sharepoint list - this flow sends the task for approval (via email) based on an approval matrix
    8. On approval/rejection, MS Flow 3 updates the task in the workspace (using a custom data entity) updates multiple fields include the completed by and completed date. 
    For our business requirements, we believe this solution has minimal development needs and relies pre-dominantly on Flow to drive functionality. As we proceed with the final stages of deploying this solution to the end users, we continue to work on security for the different roles interacting with D365FO.

    #UnifiedOperations #Flow​​

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    Suhas Rao
    Sr. Functional Lead -D365FO
    Sempra Infrastructure
    San Diego CA
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  • 2.  RE: Financial Period Close Workspace with MS Flow

    TOP CONTRIBUTOR
    Posted 14 days ago
    Hi Suhas,

    The idea is great. Do you have questions here or was it a knowledge sharing?
    Try to prevent having a recurring schedule as this would consume the number of Flow runs each month. Microsoft will release software to be able to have triggers from data events in Dynamics 365 for Finance and Operations: https://docs.microsoft.com/en-us/dynamics365/unified-operations/dev-itpro/business-events/home-page

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    kind regards,

    André Arnaud de Calavon
    Solution Architect, Microsoft MVP - Microsoft Dynamics Business Solutions
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  • 3.  RE: Financial Period Close Workspace with MS Flow

    Posted 14 days ago
    Hi Andre,

    This was just knowledge sharing. I thought the members of the user group could benefit from this post if they are thinking about utilizing the Financial period close workspace but need more functionality out of it.

    Your concern about the number of flows a recurring flow would consume is a very valid one. Based on our EA with MS, we arrived at an optimal schedule for the recurrence so that we remain well below the monthly user limits. The flow owner is a service account which has a Dynamics licence as well. This gives us a higher cap for monthly flow usage.

    Also, as a long term solution, we intend on using the business events feature for event triggers whenever that is deployed. The recurring flow will be modified whenever this new feature is released.


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    Suhas Rao
    Sr. Functional Lead -D365FO
    Sempra Infrastructure
    San Diego CA
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  • 4.  RE: Financial Period Close Workspace with MS Flow

    TOP CONTRIBUTOR
    Posted 12 days ago
    Thanks for sharing!

    This looks like a fantastic idea for a presentation/session in the October Summit, especially if you will have deployed it by then and can share lesson learned from how it ended up being used.

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    Zvika Rimalt
    Functional Consultant
    Vancouver BC
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  • 5.  RE: Financial Period Close Workspace with MS Flow

    Posted 12 days ago
    Zvika,

    Thanks for your message. I will keep this discussion updated as we make any other changes. Meanwhile, I will inquire into how to get this topic on the agenda at the October Summit.

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    Suhas Rao
    Functional Lead -D365FO
    Sempra Infrastructure
    San Diego CA
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