How to Set Up Workflow Users | Microsoft Docs

Before you can create workflows, you must set up the users who take part in workflows. This is necessary, for example, to specify who will receive a notification to act on a workflow step.

On the Workflow User Group page, you set up users under workflow user groups, and you specify the users’ number in a process sequence, such as an approver chain.

Workflow users that function as approval users, both approval requesters and approvers, must also be set up on the Approval User Setup page. For more information, see Set Up Approval Users.

NOTE

To define that an approval request is not approved until multiple approvers in an approval chain have approved it, set up approvers in a hierarchy. For approver type Approver, set approvers up on the Approval User Setup page. For approver type, Workflow User Group, set approvers up on the Workflow User Groups page and define the hierarchy by assigning incremental numbers to each approver in the Sequence No. field. For more information, see Set Up Approval Users and this topic.

To define that an approval request is not approved until multiple equal approvers have approved it, regardless of a hierarchy, set up a flat workflow user group. For approver type, Workflow User Group, set up approvers on the Workflow User Groups page and assign the same number to each approver in the Sequence No. field. For more information, see this topic.

To set up a workflow user

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Workflow User Groups, and then choose the related link.
  2. Choose the New action. The Workflow User Group page opens.
  3. In the Code field, enter a maximum of 20 characters to identify the workflow.
  4. In the Description field, describe the workflow.

  5. On the Workflow User Group Members FastTab, fill the fields on the first line as described in the following table.

    Field Description
    User Name Specify the user who will take part in workflows.

    The user must exist on the User Setup page. For more information, see Managing Users and Permissions.
    Sequence No. Specify the order in which the workflow user engages in a workflow relative to other users. This field can be used, for example, to specify when the user approves relative to other approvers when you use the Workflow User Group option in the Approver Type field on the related workflow response. TIP: To define that an approval request is not approved until multiple equal approvers have approved it, irrespective of a hierarchy, set up a flat workflow user group by assigning the same sequence number to the relevant approvers.
  6. Repeat step 5 to add more workflow users to the user group.
  7. Repeat steps 2 through 6 to add more workflow user groups.

See Also

Set Up Approval Users
Setting Up Workflows
Using Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow


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