Microsoft Dynamics GP Workflow 2.0 Configuration Tutorial

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Microsoft Dynamics GP comes with a Workflow system that gives users the ability to create workflows, or approval processes, that are specific to organization's needs. Workflow creates consistent processes for how a document, master record, or batch "flows" through GP by showing who must approve it, and the conditions for its approval.

Beginning with Dynamics GP2013 R2, Microsoft implemented a new workflow system that is self-contained inside of Dynamics GP. This new workflow system is called Workflow 2.0.

What’s new in Workflow 2.0?

  • Works with both the Web Client and Desktop Client
  • Uses Active Directory users for all approvals and tasks
  • GP licenses only needed for activities using GP windows
  • Uses Dynamics GP, SQL and Web Services (if email approvals needed)
  • No longer requires design and setup in SharePoint and Business Portal


Available in GP2013 R2:

  • Purchase Order Approval
  • Purchase Requisition Approval
  • Time and Attendance Approval
  • Project Timesheet Approval

In GP2013 R2, all additional workflows are still able to be set up in the old workflow system.


Added in GP2015 – Approvals for:

  • Payables Batch
  • General Ledger Batch
  • Receivables Batch
  • Project Expense
  • Vendors
  • Direct Deposit
  • Employee Profile
  • Employee Skills & Training
  • W4

In GP 2015, all workflows from the old system are replaced, and setup for the old system in GP is removed.


Configuring Workflow 2.0:

Microsoft Dynamics GP Workflow 2.0 configuration follows a simple process. System Administration contains one setup window that configures the email settings necessary to use the system.

Workflow 2.0 - Part 1

There are three other setup windows in System Administration that complete the setup process. The first is the email message setup window that configures the messages distributed by the system.

Workflow 2.0 - Part 2

The second window is the workflow calendar. This is where you decide the working schedule and down days used for calculating durations of tasks and approvals.

Workflow 2.0 - Part 3

The third setup area is the workflow maintenance window. This is where the approvals and tasks are created, assigned, and enabled for users.

Workflow 2.0 - Part 4

Enabling web services allows users to create approvals that are processed from an email notification without having to log in to GP or be a registered user.

By removing Workflow's dependence on SharePoint, the new system is faster to deploy, easier to configure, and easier to access - all things that make it easier to implement.

For a more detailed look at the setup of Workflow 2.0, check out our 3 minute tutorial video (performed in GP 2013 R2) at the top of this blog!


If you have any questions or would like to speak with a GP expert, contact us today:


Contact Turnkey Technologies Inc. (button)


By Turnkey Technologies, Inc. - Microsoft Gold Certified Dynamics ERP and Dynamics CRM Partner of Missouri, Illinois, Oklahoma and North Texas.

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