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Workflow User Group - Approval Notifications

  • 1.  Workflow User Group - Approval Notifications

    Posted Mar 28, 2019 11:02 AM
    Edited by Gov Acq Mar 28, 2019 11:02 AM
    Good morning all,

    TLDR;
    In a Workflow, when Approver Type is "Workflow User Group", I am not sure how to set up notifications to send to that Workflow User Group instead of referencing the Approval User Setup table which only has a field for one Approver ID.

    Potential causes;
    - Misunderstanding the purpose of the Approval User Setup Table, or specifically the Approver ID field of that table.
    - Misunderstanding how the NOTIFYNOW Job Queue runs or how it determines recipients.
    - ?

    Current Setup;
    I have a Quote approval workflow set up to send Approval Requests to a Workflow User Group.
    I am having trouble getting Notifications set up to send email to the entire Workflow User Group when a document is pending their approval.

    Screenshot of the workflow overview below;

    Overview of the entire Workflow
    So, WHEN: Approval of a sales document is requested, [ON condition omitted], THEN:
    1. Add record restriction
    2. Set document status to Pending Approval.
    3. Create an approval request for the record using approver type Workflow User Group and workflow user group code QUO APV.
    4. Send approval request for the record and create a notification.
    Screenshot below of the top line of the workflow;

    This screenshot shows that a Workflow User Group is setup as the Approver. It is unclear to whom the Notification should be sent.
    It is unclear to me to whom the notification will be sent from looking at the Workflow itself. I would expect the Approver Group to get the notification, however, instead a single user is getting all the notifications - and I didn't specify this user as a recipient anywhere in the setup.


    The Job Queue Entry "NOTIFYNOW" appears to reference the Approval User Setup table to look for a recipient. This is counterintuitive to me, because I would expect that the entire Workflow User Group get the notification. Even more counterintuitive: as I have not specified an Approver ID, all notifications are being sent to the last Approval User in the list (alphabetically).

    Screenshot of the Approval User Setup table below [usernames and emails omitted from screenshot, but are all valid];
    Approver ID's are all missing, which may be causing the error, but is misleading


    What am I missing here? Does this Approver ID field need to be filled just so that it can be ignored? Does this Approver ID field store the sole recipient of all notifications regardless of who the Approval Group is?
    How do I get a Notification AND an Approval Request to go to the same group?

    Resources I have used to set this up;
    https://www.navug.com/blogs/kevin-fons/2017/08/02/introduction-to-the-workflow-user-groups 
    https://community.dynamics.com/nav/b/chrisdsilvanav/archive/2018/07/17/how-to-send-email-notification-to-users-using-workflow
    MSDN's Workflow guides

    Thanks in advance for your consideration.

    Tags: #Workflow #NAV #Approval #RequestForApproval #UserGroups #ApprovalUserSetup #JobQueue #NotifyNow #Notifications #EmailNotifications #Email ​​​​​​​​​​​​​​

    ------------------------------
    Charlie Staich
    Data Analyst
    Government Acquisitions, Inc.
    gov-acq.com
    ------------------------------


  • 2.  RE: Workflow User Group - Approval Notifications

    TOP CONTRIBUTOR
    Posted Mar 29, 2019 01:03 AM
    You may also need to create a line for approvals in the Notification Setup page.  This tells the system how to make the notifications.

    ------------------------------
    David Wiser
    Project Manager/Solution Architect
    Beck Consulting
    Seattle WA
    ------------------------------



  • 3.  RE: Workflow User Group - Approval Notifications

    Posted Apr 02, 2019 04:13 PM
    Thank you for your reply,

    This is how I have Notification Setup filled out. Screenshot below;

    To reiterate, notifications are sending, but they are sending to a completely unexpected single user who does not appear in any of the setups.

    I would like notifications for an Approval Request to be sent to the entire Approval Group and I am not sure how to accomplish this.

    Regards,

    Charlie Staich



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