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I've worked with Microsoft Dynamics GP for over 20 years and one of the coolest features I've seen is the workflow functionality in version GP2013 R2 and after.

With each version after GP2013 additional capability and modules have been added. However, there are two major questions that need to be answered before you begin:

1. Are all your GP users and workflow approvers all on the same domain? Meaning all their email address alike after each person’s name (example: john.doe@companydomain.com). If they are on different domains, you will not be successful.

2. Do you have GP Web Services installed on the SQL server where Microsoft Dynamics GP databases are installed? If not, you will need to install and configure it for any database you will be using workflow with. With GP Web services installed and configured you can use the GP Workflow to it full capability.

If you have answered yes to both of those important questions you can get started.

Another important thing to know is that you can use Workflow in two different ways. The first way is within Microsoft Dynamics GP where the approver is also a Microsoft Dynamics GP user. If they are set up as an approver, they'll receive an email notifying them they have an approval, or a task assigned to them.

They can log into a Microsoft Dynamics GP, pull up the transaction or master record and click the approve button.

The Workflow System Setup is done in one screen: Microsoft Dynamics GP > Tools > Setup > System > Workflow Setup

When you enable this section you should ask your IT team to help you with setting up an email account that will be used to send and receive the Workflow emails (example: GPWorkflow@companydomain.com) as well as providing your email server name or Office 365 address, the SMTP authentication information and opening port 25. Click the Test E-Mail icon to test the email setup by sending a test email.

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The second way (and most popular) is where the approver doesn’t have to be a Microsoft Dynamics GP user, but does need to have an email address in the same domain. This is the part that you need GP Web Services installed and configured on the SQL server where the GP databases are installed.

In addition to the top section of the screen you must mark the box next to Enable E-Mail Actions. You should ask your IT team to provide the SQL Server name where the Microsoft Dynamics GP databases and GP Web Services is installed and make sure port 48620 is open. You can click the Test E-Mail icon to see if you get a message that it was successful.

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Next read: How do I create a data strategy and data plan for my business?

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