Automated Workflows in Human Resources Management in Microsoft Dynamics AX 2012 R3

Automated Workflows in Human Resources Management in Microsoft Dynamics AX 2012 R3

If you are a customer looking to implement or using Microsoft Dynamics AX 2012 R3 and use major aspects of Workforce management under the Human Resources Management, there are some Out-Of-The-Box workflows under HRM module that you can leverage to complete/automate several key processes such as Hire a worker, Transfer a Worker, Terminate a worker etc. You could use these new workflows build the complete on-boarding process for the new hires into the workflow.

In this post, I will explain a little bit about these workflows and how you can use them in AX 2012 R3.

Note: You will need to activate the Personnel Actions Configuration Key for HRM, to enable these new functionalities in the system.

Workflow For Actions on Hiring a New Worker:

For this demonstration, Let us say there are 3 steps in completing the on-boarding process for a worker before their hiring process can be completed in AX and a worker record can be created.

Step1 : Complete background checks and fill Form A and attach filled in Form.

Step2:  Complete online test for on-boarding for the new hire and attach test results.

Step3:  Final Approval and worker creation in AX.

  • The screenshot below shows the workflow setup which has 3 distinct steps for performing several tasks related to new hire’s onboarding before the worker record can be created in AX.  The final step of the workflow is the approval of the worker record after all the prior tasks are completed by respective team members.

Workfow

  • The workflow is setup and is activates now in the system. The next step is to configure the Personnel Action type. You can configure as many personnel action as you want/need and associate each action type with a personnel action and then link it to the workflow it should follow. In our example, I have created a simple action called Hire New Worker and linked it to the workflow we created above. Screenshot below shows the Personnel Action Type.

Personnel Action Types

  • Let us begin the hiring process from All Worker Actions list page. Navigate to HRM > Common > Actions > All Worker Actions.
  • Click New Action button and select Hire New Worker as the Personnel Action Type and click Create Action.

Create Worker Hire Action

  • On the next screen, you will notice all the required fields you will need to enter to submit the Hire New Worker action request to the workflow. Select various data fields such as Action Requested by, Worker’s name details, entity in which he is employed, Worker type, employment start date, Position assignment details etc. under the corresponding fast tabs.

Worker Action Details

  • You can also enter additional comments for the reviewers in the workflow about the new hire under the Comments fast tab.

Comments

NOTE: You can customize this form to automate the setup of several other data attributes for the workers such as financial dimensions, addresses, contact information and any other key data fields on the worker record, so that those can be embedded into the workflow of onboarding and upon completion, the values will be setup already on the worker record.

  • When you are ready to submit, click Submit button. This will get the worker action into the Hiring Workflow and will be routed to required teams for processing. The standard AX workflow engine can also be used to send the email notification within required instructions for completing the steps of on-boarding.
  • When it is submitted, it will get assigned to the person responsible for Step 1 of on-boarding. They can then review the checklist for the Step 1 and take required actions and mark the Step 1 as complete. If they wish to request a change of data information from the submitter, then can chose that option as well in the workflow. Screenshot below shows the workflow is now assigned to the person responsible for  Step 1.

Step1 Review

  • They can review the checklist for the step 1 under the workflow step instruction section. Once the person complete the Step1, they will click Actions > Complete.

Step 2 Review

  • As soon as Step1 is marked as Completed, the workflow is now assigned to person responsible for Step 2. The Review process details fact box on the right shows the current step the process is in. Person responsible for Step 2 will then complete the online test and then will attach test results to the action record and mark the step as Complete.

Step 2 Review1

  • At this point, the workflow gets assigned to the final reviewer of information, who is the HR Manager. He can review all the details on the worker hire action and Approve the New hire action. Upon successful approval, a Worker record will be created automatically in the Worker master under HRM > All Workers.

Final Review

  • Once the Action is completed, you can see an overview of all the worker actions on All workers list page.

Worker Actions listpage

  • Now navigate to the All Workers form under HRM and Verify that the Worker record for John Doe will be created with all the details that were entered on the hire action.

Worker Details Created

Workflow For Actions on Transferring a Worker & Terminating a Worker: Just like we created the workflow for the Worker Hire action, you can also leverage the transfer and termination workflows and configure all your required steps and continue to use the Transfer and Terminate worker actions.

Hope this quick information was helpful !! Till next time…..

– Sandeep

Workflow Approvals via E-Mail in Microsoft Dynamics AX 2012 R2

Workflow Approvals via E-Mail in Microsoft Dynamics AX 2012 R2

!! Microsoft Dynamics AX has only been getting Stronger!!

Thanks to Microsoft Dynamics AX 2012 R2 for its huge range of new exciting enhancements to the functionalities and capabilities.

Most of us have always been looking for the Microsoft dynamics AX workflows to have direct integration with the outlook email engine. I have come across many situations where customers wanted to have direct approval or rejection options integrated within the emails which they receive from Dynamics AX workflow engine regarding documents pending for their reviews in AX.

AX 2012

The R2 release of Microsoft Dynamics AX 2012 makes it possible now.

Read the the white paper at the Microsoft Download Center to get detailed steps and Procedure.

Regards

Sandeep

Project Invoice Proposal Approvals in Microsoft Dynamics AX 2012 R2

Project Invoice Proposal Approvals in Microsoft Dynamics AX 2012 R2

Hello Everyone,

Here is a quick post on an update on the approval process of project invoice proposals in Microsoft Dynamics AX 2012 R2 release.

In the AX 2012 feature pack release(Until Cumulative Update 4), the project invoice proposals were always forced or required to go through the workflow for approval.

I came across many situations where customers did not want their invoice proposals to go through the workflow approval process as it is not required as per their business policies and rather have them posted directly. But in AX 2012 feature pack release, there was no way to have the invoice proposals not go through workflow approval.

Microsoft has introduced a design change in AX 2012 R2 release, by which we can now have project invoice proposals not routed through the review and approval process in workflow.

If you unmark the “Enable processing invoice proposals in workflow checkbox”, then you can directly post the invoice proposals without having it to go through the workflow process.

image

Pretty good and much needed change !!

Regards

Sandeep

Automated Tasks in Workflows in Microsoft Dynamics AX 2012

Automated Tasks in Workflows in Microsoft Dynamics AX 2012

The workflow engine of Microsoft Dynamics AX ERP has been one of the very important and capable tool over the different versions. It helps users to automate and streamline several business processes in the organization across several departments. Now, with Microsoft Dynamics AX 2012, the workflow engine gets even more stronger with the introduction of additional capabilities such as,

  • Easy-to-use graphical workflow components which allows users to create new workflows with easy drag and drops.
  • Parallel activities enables multiple users to take action on an workflow item simultaneously.
  • Sub-workflows works seamlessly under the main workflow.
  • Automated tasks, which if used properly, can prove to be very useful and efficient.

Microsoft Dynamics AX-Powerfully Simple

Recently I got chance to learn the automated tasks in AX and in today’s post, I will explain how we can configure automated tasks in a workflow and how it can help business in real time.

Tasks such as posting transactions and generating reports or verifying results can run automatically or require an user intervention in Dynamics AX. In AX 2012, a workflow can contain both manual tasks(Requires user intervention) and automated tasks(Does not require user intervention).

AX 2012 provides few automated tasks out of the box in some the workflows such as expense reports, budget entry workflow etc. However, you can create automated tasks as per your requirements, with a little help from your technical team.

Let us assume a scenario, where we want to automate the “Credit limit check” for customers while approving Sales orders or Free text invoices, so that the automated task will complete the credit check and send the result to the workflow owner/user for them to take further actions.

Below are the high level steps which you can follow to create a new automated task.

  1. Open AOT.
  2. Expand the Workflow node and go to Automated tasks node.
  3. Right click the automated tasks node and click New automated task.
  4. Now, right click the newly created automated task and go to properties.
  5. Set Name, Label , configuration keys.
  6. For the Document property, select the workflow document for which you need this automated task.
  7. In the Execution event handler property, select the event handler class which will actually run the Customer Credit Limit check. Here you can have your technical team’s help to create the Execution event handler class for you. Once you have the event handler class ready, select the same, in this property.
  8. And you are done.

image

For this demonstration in the post, I have not created the Event handler class for customer credit limit check. So, I will use an existing automated task (Automatic posting of expense reports) and demonstrate how it can be used in workflows.

Follow the steps below to configure an automated task in a workflow.

  1. Go to Travel and Expense Management > Setup > Travel and Expense Management workflows.
  2. Create new Expense report workflow.
  3. Notice that the expense report workflow which comes out of the box, does not have the automated task, but you can configure it in the Workflow type.
  4. To do this, go the AOT > Workflow > Workflow Types and select the TrvDocumentTemplate.
  5. Expand the Supported elements node and drag and drop the automated task here.
  6. See the screen below where I have configured the automated task of Posting the expense report.

image

7.  Now, see the screen below which shows one very simple workflow which I have configured with the automated task is it.

image

8. When the workflow is run and it gets reviewed and approved, the workflow will be able to post the expense report automatically without requiring user intervention.

9. Also, note that there will be no outcome after an automated task in run inside the workflow. The status will just changed to “Completed”. If you need outcomes for automated tasks, then you can write custom code with help from technical team.

So, with few easy steps and custom code, Microsoft Dynamics AX 2012 makes it easy to automate lot of tasks in the business process which may not require an intervention.

Hope this post will be helpful. Do not hesitate to contact  if you need help on this.

Thanks

Sandeep