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Action workflow setup​

Action workflow functionality in ExFlow is an out-of-the box data driven framework developed with the purpose to make it easier to extend ExFlow by making ExFlow reacting on business events performed in ExFlow and then perform actions. There are numerous events that can be triggered such as rejecting an invoice, putting an invoice on hold, importing an invoice etc.

There are predefined actions that can be performed when such business events are triggered such as sending a mail or a notification, changing data, run functions and more. To set up rules for when a certain action should be run or not are defined in Dynamics 365FO standard workflow engine. That means that it is easy to set up your predefined rules that suits your own processes.

ExFlow action import workflow​

is used when importing invoices and in ExFlow import form.

ExFlow action document workflow​

can be used in ExFlow WEB and in ExFlow document form.

More detailed information is found in the white paper "Action Workflow".

Action workflow setup​

ExFlow | Setup | Workflows | Action workflow setup | Action workflow setup

Normally a workflow is activated in the workflow form, but action workflows are activated through this function in ExFlow and provides the possibility to activate different versions of the same workflow.

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The possible triggers of action workflow are:

  • Import OCR invoices to import form
  • Run action workflow in import form (manual activation)
  • Run action workflow in document form (manual activation)
  • Hold in approval form or web
  • Reject in approval form or web
  • Forward in approval form or web
  • Approve in approval form or web
  • Restart approval route in document form
  • Cancel invoice
  • Change invoice type (head) in document form
  • Invoice register posting

Workflow action vendor groups​

ExFlow | Setup | Workflows | Action workflow setup | Workflow action vendor groups

Vendor groups can be set up for action workflows and then used as conditions in the workflows.

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More detailed information is found in the white paper "Action Workflow".

Example - Possibility to send external email to address on vendor account​

Setup of Vendor Account​

Navigate to Accounts payable – Vendors – All vendors

  • Select a vendor
  • Add Contact information
  • Click Edit contact information
  • Add Purpose from dropdown
  • You can enable Primary as well if you have multiple contact information – Click OK.
NOTE: It's possible to send external email address on vendor account in action workflow both in import form and in document form.

Email is being sent to Primary user if any, if not primary then it is sending to all users on vendor account.

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Action workflow setup​

The emails should be sent in the Workflow process to all the Vendor emails with the same Purpose as in Action WF setup if From Vendor = True.
To run in Import form, choose either Import OCR invoices to import form or Run action workflow in import form in Action workflow setup.
To run in document form, choose Run action workflow in document form in Action workflow setup.

  1. Navigate to ExFlow AP |Setup |Workflows |Workflows
  • Select New to create an action workflow
  • Select workflow type "ExFlow action import/document workflow"
  • And the conditions and save/activate the workflow

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Set Properties
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Basic settings
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Set Assignment - Role based:
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Set Condition:
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  1. Navigate to ExFlow AP |Setup |Workflows |Action workflow setup |Action workflow setup
  • Select where
  • Mark the workflow to activate
  • Enable and select settings
  • Select tab "External email"
  • From vendor: Yes and select the vendor and purpose
  • Add notifiation text
  • Selct ok

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