Smart Workflows: Conditional Decisions in D365 F&O

August 23, 2023

Combining decision making and automations into workflows within D365 F&O is an important step to ensure consistency in decision making processes. In my previous post about creating workflows using best practice advice, I outlined the basics for workflow creation to keep workflows running. The best approach to workflows is always simplicity, but they should be configured to increase efficiency and harness the ability to automate decision making. 

D365 F&O workflow functionality has built in functionality to enable standard operating procedures to be added into workflows. Standard workflow functionality allows for automatic routing, actions, escalation, and delegation of workflows, minimizing manual intervention as much as possible. Keeping simplicity in mind, let's dive into four functions that can take your simple workflow and make it smarter.

Conditional Decision

Conditional decisions allow for workflows to be configured to route to the appropriate users for the specific decision. There are many options for how to figure these conditional decisions, but some examples include:

Conditional decisions can be added to a workflow by selecting Conditional decision under Flow controls within the workflow configuration. Once a condition has been identified, add an approval element or an automatic action for each a True or False outcome. 

Automatic Actions

Automated approvals and rejections can be integrated into workflows. When selecting an approval element, select Automatic actions within the Modify element section of the action pane. Alternatively, once you open the properties of the approval element, you can select Automatic actions within the properties.

Within Automatic actions you can specify one or more conditions that when satisfied, will result in an auto complete action of Approve or Reject.

When specifying more than one condition, keep in mine that the conditions are using one of the following groupings: And, Or, And Either. 

To understand this concept a little more, lets create an example and apply it to each grouping.  A general journal entry should be approved automatically when the following conditions are met: 


Groupings combined with And will require all conditions to be met in order for the automatic action to be completed.  

In this scenario,  we create conditions combined with And all four conditions would need to be satisfied. If you went to a fast-food restaurant and the combo had three items- burger, fries, and onion rings - you would get all three!

In this scenario, my journal would not be auto approved because I do not have both account 10001 and 10002 for the line.

Groupings with Or require only one condition to be met in order for the automatic action to be completed.

In this scenario, we use Or to combine the conditions. Only one condition needs to be satisfied. If you went to a fast-food restaurant and the combo had three items listed- burger, fries, or onion rings - you would only get one.

In this scenario, my journal would be approved automatically because it meets at least one of the conditions. This may not be ideal, because while I would likely only have one of the accounts listed, I could bypass the requirement for the Journal Name of Finance.

Groupings with And Either combine the And/Or options.  

The And Either has one And condition combined with a scenario of 2 Or conditions. It's like going to your favorite fast-food restaurant to get a combo meal. You get a burger and [fries or onion rings].

In this scenario, my journal would be approved because the journal passes the condition of the journal name is finance, and only needs to meet one of the conditions for the account, 10001 or 10002

Escalate

Escalations can be integrated into workflows. When properties for an approval element, select Escalations within the properties of the approval element step.

If the users determined by the selection under Assignment do not complete the approval (or rejection) process within their specified time limit, the escalation path will be triggered. The escalation path also contains a time limit. If the user assigned to the escalation does not take action within the specified time limit, an automatic action will be triggered.

Delegate

To avoid delays while out of the office, users should be directed to setup delegation rules in their user preferences. By creating delegations, workflow approvals will flow to the delegated party, removing delays in business until the approver returns or the escalation time duration is triggered. 

In worst case scenarios, missing delegations (and escalations) may require the intervention from your System Admin to manually re-assign each workflow instance.

To create a delegation, navigate to User options by selecting the gear icon in the top right corner of your environment. 

On the Workflow tab of user options, you can manage delegations for the workflows you are assigned, including start and end date/time. 

Delegations can be related to All assigned workflows, workflows by module, or a specific workflow. 

Have questions about the functionality or want to discuss any questions? Send me a message and I will be in touch!


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