Microsoft Dynamics GP 2016 has recently hit the ground running, and one of the new features is that you can now have email notifications sent to alternate approvers, delegated approvers, and escalated approvers, informing them that a workflow has been assigned to them and is pending their approval.
Let’s say that you’ve set up the SMTP / Exchange information in the Workflow Setup screen and verified that the test email worked, and now you set up the Purchase Order Approval workflow type to have one step condition: Action is required only when the purchase order work subtotal is greater than and includes 500.00. In the Workflow Maintenance screen for this Purchase Order Approval workflow type, you select the option “Use alternate final approver,” and you select a Windows AD account for this approver. You also select the “Always require at least one approver” option for this workflow type.
With this setup, if the purchase order work subtotal of a purchase order submitted for approval is greater than or equal to $500.00, approval will be required from the designated approver for that workflow step. However, if the purchase order work subtotal of a purchase order submitted for approval is less than $500.00, then it will be assigned to the designated alternate final approver (since the “Always require at least one approver” option is selected). If an alternate final approver is not designated, then by default the overall workflow manager is responsible for approval.
If you have an alternate approver for a step in a workflow, that person will need to know that his or her approval is pending, which is why it is now possible to have email notifcations sent alerting alternate approvers to the situation. And the same can be said for delegated and escalated approvers.