Chapter 01: Introduction and Overview

1.1. What is QUALIA Workflow?

QUALIA Workflow is a powerful business process automation solution built natively for Microsoft Dynamics 365 Business Central. It transforms manual, repetitive business processes into automated, trackable workflows that ensure consistency, compliance, and efficiency across your organization.

In Simple Terms:

Think of QUALIA Workflow as your digital process manager. Just as a project manager ensures tasks are completed in the right order, by the right people, at the right time, QUALIA Workflow does this automatically for your business processes in Business Central.

What Makes It Special:

Unlike traditional workflow solutions that require coding or complex configuration, QUALIA Workflow uses an intuitive, formula-based approach powered by the QUALIA Rule Engine. You define your business rules in simple formulas, and the system handles the rest.

Key Characteristics:

✅ Native Business Central Integration: Works seamlessly with your existing BC setup
✅ No-Code Configuration: Business analysts can configure workflows without IT involvement
✅ Real-Time Processing: Workflows trigger automatically when conditions are met
✅ Visual Progress Tracking: See workflow status at a glance
✅ Team Collaboration: Distribute work across teams efficiently
✅ Flexible and Extensible: Adapts to your unique business processes

How It Works - The Big Picture:

1. You define triggers: "Start this workflow when a new customer is created"

2. You define tasks: "Task 1: Verify email address, Task 2: Set up defaults, Task 3: Get manager approval"

3. You define rules: "Release Task 2 when Task 1 is complete"

4. The system executes: Workflows run automatically, users process their assigned tasks

5. You monitor: Track progress, identify bottlenecks, measure performance

Real-World Example:

Imagine your customer onboarding process currently requires:

• Sales rep to manually check customer information

• Operations to manually set up default values

• Manager to manually review and approve

• Multiple email reminders to keep everyone on track

With QUALIA Workflow:

• New customer record triggers the workflow automatically

• Each person gets their task at the right time

• Tasks can't be skipped or forgotten

• Everyone sees progress in real-time

• Manager gets automatic escalation if tasks are overdue

The Result: What took 3-5 days with multiple follow-ups now completes in hours with zero manual coordination.

1.2. Who Should Use This Manual?

This manual is designed for multiple audiences within your organization. Each section is labeled to help you focus on content relevant to your role.

👤 End Users / Team Members

Your Role:
You process workflow tasks as part of your daily work. You're notified when tasks are assigned to you, you complete them, and move on to the next.

What You Need to Know:

• Chapter 3: Core Concepts (understand what you're working with)

• Chapter 9: Processing Workflow Tasks (your daily workflow)

• Chapter 10: Monitoring and Reporting (track your work)

• Chapter 18: Examples (see real scenarios)

You Can Skip:

• Configuration chapters (4-7, 11-13)

• Team management (unless you're a team lead)

• Advanced topics

Your Success Looks Like:

• Processing tasks efficiently

• Understanding what each task requires

• Knowing when to ask for help

• Meeting your due dates consistently

👤 Team Leads

Your Role:
You manage a team of users, assign tasks, monitor workload, and ensure your team meets their commitments.

What You Need to Know:

• Everything End Users need (above)

• Chapter 8: Managing Teams and Users

• Chapter 10: Monitoring and Reporting (team metrics)

• Advanced filtering and workload balancing

You Can Skip:

• Initial configuration (chapter 2)

• Complex workflow design (chapters 11-12)

Your Success Looks Like:

• Balanced workload across team

• No overdue tasks

• Quick identification of bottlenecks

• Team productivity improvements

👤 Workflow Administrators

Your Role:
You install, configure, and maintain the workflow system. You create new workflows, troubleshoot issues, and ensure the system runs smoothly.

What You Need to Know:

• Everything - this manual is primarily written for you

• Start with chapters 1-7 to understand core configuration

• Master chapters 11-13 for advanced scenarios

• Keep chapter 14 handy for troubleshooting

• Reference chapters 15-17 regularly

You Can Skip:

• Nothing - but you can skim the basic user sections (chapter 9)

Your Success Looks Like:

• Zero workflow downtime

• Users can process tasks without help

• New workflows deployed quickly

• System performance optimized

• Issues resolved before users notice

👤 Business Analysts / Workflow Designers

Your Role:
You design workflows to support business processes. You understand the business requirements and translate them into workflow configurations.

What You Need to Know:

• Chapters 3-7: Core configuration (your design tools)

• Chapter 12: Complex Workflow Patterns (your design patterns)

• Chapter 18: Examples (your design inspiration)

• Business process mapping techniques

• Formula creation (chapter 16)

You Can Skip:

• Installation (chapter 2) - unless you're also an admin

• Daily operations (chapter 9) - though helpful to understand

• Troubleshooting (chapter 14) - unless you're also supporting

Your Success Looks Like:

• Workflows that match business processes exactly

• Users understand what to do without training

• Processes complete faster than manual methods

• Business rules enforced automatically

• Measurable ROI from automation

👤 IT Managers / System Architects

Your Role:
You oversee the technical landscape, ensure integrations work, plan capacity, and maintain security.

What You Need to Know:

• Chapter 2: Installation and requirements

• Chapter 13: Integration architecture

• Chapter 14: Maintenance and performance

• Security model and permissions

• Upgrade and migration planning

You Can Skip:

• Day-to-day user operations

• Detailed formula syntax (unless hands-on)

Your Success Looks Like:

• System meets SLAs

• Integration with other systems seamless

• Security model enforced

• Scalability planned for growth

• No performance issues

📖 How to Use This Manual

If You're New:

1. Read chapters 1-3 completely (concepts)

2. Read the chapter(s) for your role

3. Try the examples that match your work

4. Keep chapters 15-17 bookmarked for reference

If You're Experienced:

• Use the table of contents to jump to specific topics

• Reference chapters 15-17 for quick lookups

• Use chapter 18 examples as templates

• Chapter 14 for troubleshooting

Learning Path Suggestions:

🎓 Beginner Path (New to workflow automation):
Chapter 1 → Chapter 3 → Chapter 9 → Example 1 (Customer Onboarding)

🎓 Administrator Path (Setting up the system):
Chapters 1-2 → Chapter 3 → Chapter 4 (hands-on) → Chapters 5-7 → Practice examples

🎓 Power User Path (Designing complex workflows):
Chapters 3-7 (review) → Chapters 11-12 (deep dive) → All 20 examples → Experiment

1.3. Key Capabilities at a Glance

QUALIA Workflow provides comprehensive capabilities for automating business processes in Business Central. Here's what you can accomplish:

🎯 Workflow Automation

Rule-Based Architecture
QUALIA Workflow is fundamentally powered by the Rule Engine. Every workflow component creates corresponding validation rules:

• Workflow Setup → Creates a Validation Set in Rule Engine

• Initiated By → Links to existing Validation rules (trigger conditions)

• Workflow Tasks → Each task creates its own Validation Set

• Status Rules → Each status rule creates a Validation line

• All conditions/scenarios are configured in Rule Engine

• Workflow UI provides convenient access to rule configuration

Automatic Triggering

• Workflows start automatically when Rule Engine validations pass

• Triggered by record creation, modification, or deletion

• Date-based triggers for recurring processes

• Complex conditional triggers using Rule Engine scenarios

• Multiple conditions combined with AND/OR logic

Example: In Rule Engine, create a validation set "High Credit Customer" with scenario checking if customer credit limit > $50,000. Link this validation to workflow via "Initiated By". When a new customer meets the criteria, the workflow starts automatically.

Task Management

• Break processes into manageable tasks

• Assign tasks to specific users or teams

• Set due dates and critical dates

• Automatic escalation when overdue

• Task dependencies (one task waits for another)

Example: "Ship order" task can't start until "Receive payment" task is completed.

Status-Based Progression

• Tasks advance automatically when conditions met

• No manual status updates needed

• Rules enforce business logic

• Prevent skipping required steps

• Enable rollback when conditions change

Example: Task releases when customer's credit check is approved, completes when shipping confirmation entered.

👥 Team Collaboration

Team-Based Assignment

• Create business teams (Sales, Finance, Operations, etc.)

• Assign tasks to entire teams

• Team members can self-assign tasks

• Workload visibility across team

• Manager oversight of team tasks

Example: Incoming orders assigned to "Order Processing" team, any team member can pick up next order.

Flexible Assignment

• Assign to specific users by name

• Assign based on record data (e.g., assigned salesperson)

• Assign via email lookup

• Hybrid assignment (user + team backup)

• Reassignment and escalation

Example: Task assigned to customer's salesperson, but visible to entire sales team as backup.

📊 Monitoring and Visibility

Real-Time Dashboard

• Personal task counters (Open, Released, Completed)

• Overdue task alerts

• Critical task warnings

• Team workload visibility

• Workflow instance tracking

Example: Role Center shows "5 Released Tasks, 2 Overdue" - click to see details.

Progress Tracking

• See all workflow instances

• Filter by workflow type, status, date

• Drill down to source records

• Understand task dependencies

• Identify bottlenecks

Example: See all 23 active customer onboarding workflows, identify which are stuck at "Manager Approval" step.

Performance Metrics

• Task completion rates

• Average task duration

• Overdue percentages

• User productivity stats

• Team performance comparison

Example: "Operations team completes 95% of tasks on time, averaging 2 hours per task."

⚙️ Configuration Flexibility

Rule Engine Integration (Core Architecture)

• Every workflow component is backed by Rule Engine validations

• Workflow pages provide simplified UI over rule configuration

• Behind every trigger, task, and status rule is a validation rule

• Changes in workflow automatically sync to Rule Engine

• Advanced users can edit rules directly in Rule Engine

Example: When you create a workflow task, the system automatically creates a Validation Set (ID = WorkflowNo + TaskCode) in Rule Engine. Status rules you configure become validation lines in that set.

No-Code Design

• Visual workflow configuration through workflow pages

• Or configure directly in Rule Engine for advanced scenarios

• Point-and-click task setup

• Drag-and-drop rule builder (Rule Engine UI)

• Business analysts can configure independently

Example: Create "Credit Approval" workflow in 30 minutes using workflow pages, or use Rule Engine for complex conditional logic.

Rich Rule Language

• All business logic uses Rule Engine validation formulas

• Scenarios define WHEN rules apply (record filters)

• Conditions define WHAT to check (field comparisons)

• Actions define WHAT to do (status updates, assignments)

• Placeholders pull data from records: [TableNo:FieldNo]

• Date formulas: [18:54]+30D = "Customer Due Date + 30 days"

• Reusable validation logic across workflows

Example: Create validation set "High Value Customer" in Rule Engine:

• Scenario: Customer table, record filter optional

• Condition 1: Credit Limit > 100000

• Condition 2: Blocked = '' (not blocked)

• Link to Workflow: Via "Initiated By" table

• Result: When both conditions met on customer insert, workflow starts

Placeholder System

• Pull data from records into tasks

• Calculate dates from record fields

• Assign tasks based on record data

• Generate dynamic descriptions

• Type: [TableNo:FieldNo] and system resolves

Example: Due date formula [Order Date]+7D means "7 days after the order date from the sales order."

🔄 Activity Types

Manual Activities

• Simple task completion

• User clicks "Process" button

• Task marked complete immediately

• Use for: Physical actions, simple confirmations

Example: "Print shipping label" - user prints label, clicks Process, task completes.

Conditional Activities

• Data-driven decision points

• System checks conditions

• User confirms to proceed

• Use for: Checkpoints, validations

Example: "Verify credit approved" - system checks approval field, user confirms, task completes.

Interaction Activities

• Create CRM interactions

• Log phone calls, emails, meetings

• Full Business Central interaction wizard

• Links workflow to CRM history

• Use for: Customer/vendor communications

Example: "Follow-up call" - opens interaction wizard, user logs call details, task completes when wizard finished.

🔐 Security and Control

Role-Based Permissions

• Separate permissions for configuration vs. execution

• Team-based access control

• Read-only monitoring access

• Granular permissions per table

• Permission sets: Advanced, Basic, Setup, Read, Teams

Example: Team members can process tasks but can't modify workflow configuration.

Audit Trail

• Track who created workflow instances

• Record status change timestamps

• Link to triggering rules

• Maintain change history

• Support compliance requirements

Example: See that workflow created by "New Customer Rule #10000" on 12/1/2024 at 10:23 AM, completed 12/3/2024 at 3:45 PM.

🔌 Integration

Business Central Native

• Works with all standard BC tables

• Integrates with BC CRM

• Uses BC user management

• Leverages BC security

• Follows BC best practices

Example: Workflow on Customer table sees all standard customer fields, uses standard customer card for editing.

Rule Engine Powered

• Leverages QUALIA Core validation engine

• Shares formula syntax

• Unified rule management

• High-performance rule evaluation

• Extensible rule library

Example: Same formulas used in workflows work in Rule Engine validations - learn once, use everywhere.

Extensibility

• Custom activity types (developers)

• Custom status values (developers)

• Custom field updates

• Event subscribers for advanced logic

• API ready (future capability)

Example: Developer adds "SMS Notification" activity type for mobile alerts.

📈 Scalability

Handles Volume

• Thousands of workflow instances

• Hundreds of tasks per workflow

• Multiple workflows per table

• Efficient database design

• Performance optimized

Example: Run 50 different workflow types on 10,000 records per day without performance issues.

Archival Support

• Archive completed workflows

• Maintain history

• Optimize active data

• Support compliance retention

• Export capabilities

Example: Archive workflows completed over 6 months ago, maintain audit trail for 7 years.

1.4. How Workflow Integrates with Business Central

QUALIA Workflow is built as a native Business Central extension, which means it integrates seamlessly with your existing BC environment. Understanding this integration helps you leverage the system effectively.

🏗️ Architecture Overview

🔗 Integration Points

1. Standard BC Tables

Workflows monitor and react to standard Business Central tables:

• Customer (18): Customer onboarding, credit management, annual reviews

• Vendor (23): Vendor onboarding, approval workflows

• Sales Header (36): Order processing, quote follow-ups, approval

• Purchase Header (38): Purchase order approvals, receiving workflows

• Item (27): Item master data workflows, quality control

• General Journal Line (81): Expense approvals, journal entry workflows

• Service Header (5900): Service order workflows, customer complaints

• Transfer Header (5740): Inventory transfer workflows

• Contact (5050): Contact management workflows

How It Works:
When you insert or modify a record in any of these tables, the Rule Engine evaluates your workflow trigger conditions. If conditions are met, QUALIA Workflow automatically creates a workflow instance with tasks.

Example:
You create a new sales order. If the amount exceeds $10,000, the "Large Order Approval" workflow automatically starts with tasks for manager review and finance approval.

2. Business Central User Management

Workflows use your existing BC users:

• Task Assignment: Workflows assign tasks to BC user IDs

• Email Lookup: Can find users by email address

• Permission Integration: BC permissions control workflow access

• Role Center Integration: Workflows appear in BC Role Centers

How It Works:
When a workflow needs to assign a task to "the customer's salesperson," it looks up the "Salesperson Code" field from the customer record, finds the matching BC user, and assigns the task to that user's account.

Example:
Customer "Alpine Ski House" has "Salesperson Code" = "JS" (John Smith). When the customer onboarding workflow runs, the "Initial Contact" task automatically assigns to John Smith's user account.

3. CRM Integration (Interaction Management)

Workflows with Interaction activities integrate with BC's CRM system:

• Interaction Templates: Use BC standard templates (Phone Call, Email, Meeting)

• Interaction Wizard: Opens BC standard interaction creation wizard

• Interaction Log: Creates entries in BC interaction log

• Contact Linking: Links to BC Contact records

• Segment Lines: Integrates with BC marketing segments

How It Works:
When a user processes an Interaction activity, QUALIA Workflow creates a temporary segment line with the interaction details, opens the BC interaction wizard, and when the user completes the wizard, the interaction is logged in BC's standard CRM tables and the workflow task completes.

Example:
Task: "Follow-up call with customer." User clicks Process → BC interaction wizard opens → User enters call notes → Wizard saves → Interaction appears in customer's interaction history → Workflow task marks complete.

4. Number Series Integration

Workflows use BC's standard number series system:

• Workflow numbers auto-generate from configured series

• Configured in "QUA Business Rule Setup" page

• Follows BC number series rules

• Supports multiple series for different purposes

Configuration Location:
Search for "QUA Business Rule Setup" → "Workflow No Series" field

5. Rule Engine Integration (Foundation Architecture)

QUALIA Workflow is NOT just integrated with QUALIA Core - it IS built ON TOP of the Rule Engine. Understanding this is critical:

Every Workflow Component Creates Rules:

• Workflow Setup (Table 72777600) → Creates QUA_Validation Sets record (ID = Workflow No.)

• Initiated By (Table 72777602) → Creates QUA_Validations record (triggers workflow)

• Workflow Task (Table 72777601) → Creates QUA_Validation Sets (ID = WorkflowNo + TaskCode) + base QUA_Validations (Line 0)

• Status Rules (Table 72777603) → Creates QUA_Validations records (defines status transitions)

• Workflow Entries (Table 72777606) → Stores references to creating rules

The Workflow Tables Are Rule Containers:
When you use the workflow configuration pages, you're actually creating and managing Rule Engine validations through a workflow-specific UI. The workflow pages are a specialized interface over the Rule Engine.

Data Flow:

Shared Formula Syntax:
All formulas use Rule Engine syntax - placeholders [TableNo:FieldNo], comparison operators, date formulas, etc.

Event-Driven Architecture:
The Rule Engine fires CreateWorkFlowEntries event when validations pass. Codeunit 72777600 subscribes to this event.

Performance Benefits:
Rule Engine evaluates thousands of rules per second. Workflows inherit this performance.

Configuration Locations:

• Simple: Use workflow pages ("QUA Workflow Setup", "QUA Workflow Task", etc.)

• Advanced: Edit rules directly in Rule Engine pages ("QUA_Validation Sets", "QUA_Quick Rule")

• Both work on same data - choose based on your comfort level

📱 User Interface Integration

Role Center Integration

Your BC Role Center can display workflow information:

• Cue Tiles: Show counts of tasks (Open: 5, Released: 3, Overdue: 1)

• Quick Links: Jump to workflow pages with one click

• Team Views: See team workload at a glance

To Add to Your Role Center:
Your administrator can add the "QUA Workflow Cue Part" page to your role center profile.

FactBox Integration

Workflow pages can show related information in FactBoxes:

• "What To DO" FactBox: Shows task details in plain English

• Source Record FactBox: Shows data from the originating record

• Statistics FactBox: Shows workflow progress

Where You'll See It:
The "QUA WorkFlow Entries" page has the "What To DO" FactBox on the right side showing selected task details.

Page Extensions

QUALIA Workflow extends standard BC pages to add workflow context:

• Customer Card: (Future) May show active workflows for the customer

• Sales Order: (Future) May show workflow status

• Business Rule Setup: Adds "Workflow No Series" field

🔄 Data Flow Example: Complete Integration

Let's trace a complete example to see how all integration points work together:

Scenario: New customer "Contoso Ltd." created with credit limit of $150,000 (exceeds $100,000 threshold)

Step-by-Step:

1. User Action: Salesperson creates customer record in BC Customer Card

2. BC Event: Customer table fires OnInsert event

3. Rule Engine Activation: QUALIA Core evaluates all validation sets for Customer table

4. Rule Match Process:

   a. Validation Set Lookup: Rule Engine finds Validation Set "WF-CREDIT-001" (created in Rule Engine by admin)

   b. Rule Structure: Validation Set has line 10000 configured as:

   Rule 1: High Credit Limit New Customer
     Scenario 1: [18:0] is <>''
       // [18:0] = Customer.All Fields - Applies to all customer records
       // Pre-filter to ensure we're processing Customer table
       
     Condition 1: [18:39] is >100000
       // [18:39] = Customer.Credit Limit (Field 39)
       // Check if credit limit exceeds threshold
       
       Action: Notification
         Message: "High-value customer created: Credit limit [18:39]"
         
     Condition 2: [18:22] is ''
       // [18:22]
   
   

   c. Evaluation:

   • Scenario 1: Customer record exists → Filter MATCHES (record included for processing)

   • Condition 1: Credit Limit = 150,000 → 150,000 > 100,000 = TRUE → Actions execute

   • Condition 2: Blocked = '' → '' = '' = TRUE → Actions execute

   d. Initiated By Link:

   • "QUA Initiated By" table (72777602) has record:

   • Workflow No. = "WF-ONBOARD"

   • Rule = "WF-CREDIT-001"

   • Rule Line No. = 10000

   • This links the validation to the workflow

5. Workflow Trigger: Rule Engine fires CreateWorkFlowEntries event with validation details

6. Workflow Creation: QUALIA Workflow receives event, checks "Initiated By" rules, finds match, creates workflow instance:

   • Entry No. 1 (Header)

   • Entry No. 1, Detail 1 (Task: "Credit Bureau Check")

   • Entry No. 1, Detail 2 (Task: "Manager Approval")

   • Entry No. 1, Detail 3 (Task: "Welcome Call")

7. Task Assignment:

   • Task 1 assigns to Finance Team

   • Task 2 assigns to Sales Manager (from customer's Salesperson Code)

   • Task 3 assigns to original salesperson

8. Due Date Calculation:

   • Task 1 due date: Today + 2 days (formula: +2D)

   • Task 2 due date: Task 1 completion + 1 day (rule-based)

   • Task 3 due date: Customer Due Date (placeholder: [18:54])

9. User Notification:

   • Finance team sees task in "QUA WorkFlow Entries" filtered to "Assigned to Team" = FINANCE

   • Sales manager sees task in Role Center cue: "Open: 1"

   • Salesperson sees future task (status = Open, will release when Task 2 completes)

10. Finance User Processes:

    • Opens "QUA WorkFlow Entries"

    • Selects "Credit Bureau Check" task

    • Clicks "Show Record" → Customer Card opens

    • Reviews credit info

    • Returns to workflow, clicks "Process" (Manual activity)

    • Task marks complete

11. Status Rule Triggers:

    • Rule Engine detects Task 1 complete

    • Evaluates Task 2 release rule: "Task 1 = Completed"

    • Updates Task 2 status from Open → Released

12. Manager Notification:

    • Manager's Role Center cue updates: "Released: 1"

    • Manager processes approval task

13. Interaction Activity:

    • Task 3 releases when Task 2 completes

    • Salesperson clicks "Process"

    • BC Interaction Wizard opens

    • Salesperson logs welcome call

    • Interaction saved to BC Interaction Log

    • Workflow task completes

14. Workflow Completion:

    • All tasks complete

    • Header status updates to Completed

    • Workflow instance archived (per retention policy)

    • Audit trail maintained

Integration Points Used:

• ✅ BC Customer table

• ✅ Rule Engine validation

• ✅ Workflow task creation

• ✅ BC user assignment

• ✅ Due date formulas

• ✅ Role Center cues

• ✅ Source record navigation

• ✅ BC Interaction wizard

• ✅ CRM log integration

1.5. Business Benefits

QUALIA Workflow delivers measurable business value across multiple dimensions. Organizations implementing workflow automation typically see improvements in process efficiency, data quality, compliance adherence, and employee satisfaction.

💰 Return on Investment (ROI)

Time Savings

Manual process coordination consumes significant time that could be spent on value-adding activities. QUALIA Workflow eliminates this overhead:

• Reduce follow-up time by 70-90%: No more chasing people for status updates

• Cut process completion time by 40-60%: Automated task routing removes delays

• Eliminate coordination meetings: Workflow dashboards replace status meetings

• Reduce management overhead: Managers spend time on exceptions, not routine tracking

Typical Calculation:

Error Reduction Savings

Process errors cost money - rework, corrections, lost opportunities, customer dissatisfaction. Automation prevents errors:

• 80-95% reduction in missed steps: System enforces required steps

• 70-90% reduction in wrong assignments: Rules assign correctly every time

• 60-80% reduction in deadline misses: Automatic escalation prevents lapses

• 50-70% reduction in data entry errors: Automated field population

Cost Avoidance:

• Rework costs: $500-2000 per error (depending on process)

• Customer satisfaction: Retained customers worth 5-10x acquisition cost

• Compliance penalties: Violations can cost thousands to millions

⚡ Efficiency Improvements

Faster Process Completion

Workflows eliminate waiting time between process steps:

• No "sitting in inbox" delays: Tasks route instantly when conditions met

• No "waiting for meeting" delays: Decisions happen when data available

• No "didn't see the email" delays: Tasks visible in familiar BC interface

• No "who's handling this?" delays: Clear assignment, no confusion

Real Example - Order Approval Process:

Better Resource Utilization

Workload visibility enables better resource allocation:

• Balance workload across team: See who's overloaded, who has capacity

• Identify bottlenecks: Find where processes consistently slow down

• Optimize staffing: Schedule staff based on workflow volume patterns

• Cross-train effectively: Understand skill gaps from task metrics

✅ Quality and Compliance

Consistent Process Execution

Every workflow instance follows the same path, ensuring consistency:

• No steps skipped: System enforces required tasks

• No variation in quality: Each instance meets same standards

• Repeatable outcomes: Process produces predictable results

• Documentation automatic: Every step recorded without manual effort

Compliance and Audit Support

Regulatory requirements often mandate documented processes and audit trails. Workflows provide this automatically:

• Complete audit trail: Who did what, when, with what data

• Segregation of duties: Enforce separation between requester/approver

• Time-based controls: Ensure approvals happen within required timeframes

• Documented exceptions: Track when processes deviate and why

• Retention compliance: Maintain records per regulatory requirements

Industry Examples:

• Financial Services: SOX compliance for financial processes

• Healthcare: HIPAA compliance for patient data workflows

• Manufacturing: ISO 9001 quality management requirements

• Food/Pharmaceutical: FDA 21 CFR Part 11 compliance

😊 Employee Satisfaction

Reduced Frustration

Manual process coordination is frustrating for everyone involved:

• No more "Did you see my email?": Tasks visible in one place

• No more "Is this done yet?": Status always current

• No more "Who's handling this?": Clear ownership

• No more "Why are we behind?": Metrics identify issues early

Clearer Expectations

Employees work better when they know what's expected:

• Clear task descriptions: Each task explains what to do

• Visible due dates: Everyone knows deadlines

• Context provided: "What To DO" FactBox explains why task matters

• Priority indicators: Critical/overdue tasks visually distinct

Career Development

Workflow metrics help with performance management and development:

• Objective performance data: Completion rates, average duration

• Identify training needs: Consistently slow tasks indicate skill gaps

• Recognize top performers: Metrics show who delivers consistently

• Support promotion decisions: Data-driven talent assessment

📊 Visibility and Control

Management Insights

Leaders need visibility into operations. Workflows provide real-time insights:

• Process health dashboard: See all active workflows at a glance

• Bottleneck identification: Find where processes consistently slow

• Volume trending: Understand workflow demand patterns

• Resource planning: Forecast staffing needs based on volume

• Process improvement: Data shows where optimization will help most

Risk Management

Identify and mitigate process risks:

• Early warning system: Overdue tasks escalate before critical

• Capacity alerts: See when workload exceeds capacity

• Compliance monitoring: Ensure regulatory requirements met

• Quality indicators: Track error rates and rework

🔄 Scalability Benefits

Handle Growth Without Proportional Cost

As business grows, workflow automation scales efficiently:

• 10% more business ≠ 10% more staff: Automation absorbs volume

• Same management overhead: Workflows don't need more oversight as they grow

• Consistent quality at scale: Each instance meets standards regardless of volume

• Infrastructure scales: BC and workflow system designed for growth

Example:

1.6. Document Conventions and Icons

This manual uses specific conventions and visual indicators to help you quickly identify different types of information. Understanding these conventions will help you use the manual more effectively.

📋 Informational Indicators

📋 NOTE

The NOTE indicator identifies supplementary information that provides context, explains relationships, or clarifies how features work. Notes contain helpful information but are not critical to completing tasks.

Example:

📋 NOTE: When you create a workflow task, the system automatically creates a corresponding Validation Set in the Rule Engine with ID format "WorkflowNo-TaskCode". This happens behind the scenes and doesn't require any action on your part.

When to pay attention to Notes:

• You're learning the system for the first time

• You need to understand why something works the way it does

• You're troubleshooting unexpected behavior

• You want to understand system architecture

⚠️ WARNING

The WARNING indicator marks critical information that you must read carefully before proceeding. Warnings describe actions that could cause:

• Data loss or corruption

• System errors or downtime

• Process failures affecting users

• Security vulnerabilities

• Compliance violations

• Irreversible changes

Example:

⚠️ WARNING: Deleting a Workflow Setup record permanently removes all associated workflow instances, task history, and audit trail information. This action cannot be undone. Always archive completed workflows before deletion, and verify no active instances exist.

Always stop and read Warnings before:

• Deleting records

• Changing trigger configuration on active workflows

• Modifying status rules with active instances

• Changing Rule Engine validations linked to workflows

• Performing bulk updates

• Disabling workflows with pending tasks

💡 TIP

The TIP indicator provides helpful suggestions, shortcuts, best practices, and alternative approaches that make your work more efficient or help you avoid common mistakes.

Example:

💡 TIP: Instead of creating workflow tasks one by one, create a "template" workflow with all standard tasks, then copy it using the "Copy" action when building new workflows. Modify the copy for specific needs. This saves time and ensures consistency.

Tips often cover:

• Time-saving shortcuts

• Alternative methods

• Common mistakes to avoid

• Performance optimization

• User experience improvements

• Integration with other BC features

✅ EXAMPLE

The EXAMPLE indicator introduces practical, real-world scenarios that illustrate how to apply concepts or features to solve actual business problems. Examples show complete configurations with expected results.

Example:

✅ EXAMPLE: Customer Onboarding Workflow

Scenario: New customer created, salesperson must verify contact information, operations must set up defaults, and manager must approve before first order.

Configuration:

• Workflow No.: CUST-ONBOARD

• Table: 18 (Customer)

• Trigger: OnInsert::After

• Tasks: 3 (Verify Contact, Setup Defaults, Manager Approval)

• Expected Result: New customer record triggers workflow automatically, tasks assigned to appropriate users, workflow completes before first sales order can be processed.

🔗 CROSS-REFERENCE

The CROSS-REFERENCE indicator points you to related information in other sections or the Rule Engine manual. This helps you avoid reading duplicated content and finds complete details when needed.

Example:

🔗 For complete details on placeholder syntax, aggregate functions, and formula operators, see Rule Engine User Manual Section 25: Placeholder Reference Guide. This section covers workflow-specific placeholder applications in task configuration.

Cross-references appear when:

• Detailed information exists in Rule Engine manual

• Topic is covered more completely in another chapter

• Related procedures affect the current topic

• Background information provides necessary context

📝 Text Formatting Conventions

Field Names, Table Names, Page Names

UI elements, field names, table names, and page names appear in code formatting with backticks:

Examples:

• The "Workflow No." field contains the unique workflow identifier

• Open the QUA Workflow Setup page to configure workflows

• Data is stored in the QUA WorkFlow Entries table (Table 72777606)

• Enter a value in the "Assigned to" field

Why this matters: Business Central shows field captions in the UI, not field names. We always use the exact caption including punctuation ("No." not No, "Assigned to" not Assigned To).

Action Buttons and Commands

Button names, action names, and commands appear in bold formatting:

Examples:

• Click the New action to create a new workflow

• Select Process to complete the task

• Use the Show Record action to open the source record

• Choose Copy to duplicate an existing workflow

Important Terms and Emphasis

Important terms, key concepts, and emphasized text appear in italic formatting:

Examples:

• Each workflow task must have a unique Code within the workflow

• Status transitions are not automatic unless you configure status rules

• Scenarios act as inclusion filters that must ALL match for the workflow to fire

Code Blocks and Formulas

Placeholder syntax, formulas, and technical notation appear in code blocks:

```
Placeholder: [36:179]
Evaluates to: Amount field from Sales Header table
Use in: Assigned to, Due Date, Critical Date, Description fields
```

Date Formula: [18:54]

Why this matters: Exact syntax is critical. Spaces, brackets, colons, and operators must be typed precisely.

📊 Procedural Conventions

Numbered Steps

Procedures that must be followed in sequence use numbered steps:

Example:

To create a new workflow:

1. Search for "Workflow Setup" in Business Central
2. Click the **New** action
3. Fill in the **"No."** field (or leave blank for auto-numbering)
4. Enter a **"Description"** that explains the workflow purpose
5. Select the **"Table No."** that triggers the workflow
6. Click **OK**

Follow numbered steps in order. Skipping steps or changing order may cause errors or unexpected results.

Bulleted Lists

Related items that don't require specific sequence use bulleted lists:

Example:

Field Reference Format

When documenting fields in detail, we use this structured format:

Format:

**"Field Caption"**

Example:

**"Due Date"** Field
- Caption: "Due Date"  
- Type: Text[250]
- Required: Recommended
- Usage: Calculates when task should be completed
- Examples: +30D, [18:54]

🎨 Visual Conventions (Screenshots)

Annotations

Screenshots use consistent visual indicators:

• Red arrows (➜): Point to specific fields or buttons

• Red boxes (□): Highlight important areas

• Numbered callouts (①②③): Match step numbers in procedures

• Yellow highlight: Show active or selected items

Caption Verification

All screenshots show actual Business Central UI with correct field captions. If your BC version shows different captions, you may have:

• A different BC version (we document BC 22.0+)

• Customizations or translations

• Extensions that modify standard pages

📖 Reference Conventions

Section References

Internal references use this format:

• "See Section 3.4" or "See Chapter 11"

• Clickable in PDF and online versions

External References

References to Rule Engine manual use this format:

• "See Rule Engine User Manual Section 25: Placeholder Reference Guide"

• "Refer to Rule Engine User Manual Chapter 19: Advanced Formula Building"

Table and Field References

Technical references include ID numbers:

• Table 36 (Sales Header)

• Field 18:39 (Customer, Credit Limit)

• Page 72777608 (QUA Workflow Entries)

Format explanation: TableID:FieldID is the placeholder syntax. When you see Field 18:39, it means Table 18, Field 39.

1.7. System Requirements

Before installing or using QUALIA Workflow, verify that your Business Central environment meets these requirements.

💻 Platform Requirements

Microsoft Dynamics 365 Business Central

• Minimum Version: 22.0 (October 2023 release)

• Recommended Version: 23.0 or higher

• Architecture: AL Language Platform 16.0+

• Framework: GlobalTriggerManagement support required

Why these versions?

• BC 22.0 introduced platform capabilities that QUALIA Workflow depends on

• Earlier versions (BC 14-21) are NOT supported

• If you're on BC 21 or earlier, you must upgrade BC first

How to check your version:

1. Open Business Central

2. Click the ⚙️ (Settings) icon

3. Select Help & Support

4. Look for Version - should show 22.0 or higher

📦 Required Dependencies

QUALIA Core (Rule Engine)

• Status: REQUIRED - Must be installed first

• Minimum Version: 1.1.0.4

• Installation Order: Install Core before Workflow

• Reason: Workflow is built on top of Rule Engine architecture

⚠️ WARNING: You cannot install QUALIA Workflow without first installing QUALIA Core. If you attempt to install Workflow first, you will receive a dependency error.

How to verify Rule Engine is installed:

1. Search for "Business Rule Setup" in BC

2. If the page opens, Rule Engine is installed

3. Check version in Extension Management page

🌐 Deployment Models

QUALIA Workflow supports multiple deployment scenarios:

Business Central Online (SaaS)

• Support Level: Fully Supported

• Installation: Via AppSource or direct upload by partner

• Updates: Automatic or manual (per tenant settings)

• Advantages:

  • No infrastructure management

  • Automatic BC updates

  • Cloud-first features

  • Integration with Microsoft 365/Power Platform

• Considerations:

  • Customizations limited to extensions

  • Update timing controlled by Microsoft

Business Central On-Premises

• Support Level: Fully Supported

• Installation: Deploy .app file via BC Administration Shell

• Updates: Manual installation by administrator

• Advantages:

  • Full control over update timing

  • Air-gapped environment support

  • Custom integration options

  • Legacy system connectivity

• Considerations:

  • Infrastructure management required

  • Must manage BC updates separately

  • Security patches your responsibility

Sandbox Environments

• Support Level: Fully Supported - STRONGLY RECOMMENDED for testing

• Purpose: Test configurations before production deployment

• Types:

  • Production copy sandbox (actual data)

  • Empty sandbox (clean environment)

  • Custom sandbox (specific scenario)

Best Practice:

💡 TIP: Always create and test new workflows in a sandbox environment first. This allows you to:

• Test trigger conditions with real data without affecting production

• Verify task assignment logic works correctly

• Ensure formulas calculate as expected

• Identify performance issues before users see them

• Train users in safe environment

👥 User Permissions and Licensing

License Requirement

• Per-User License: Required for each user who will configure or execute workflows

• Unlicensed Mode: Limited to 2 active workflows (for evaluation)

• License Check: Performed when enabling workflows

• Upgrade Path: Contact QUALIA Technik for licensing

Permission Sets (Granular Access Control)

QUALIA Workflow provides multiple permission sets for role-based access:

1. QUA Advanced Workflow UnLicensed (Full Access)

   • Create/modify workflow configurations

   • Process all task types

   • View all workflow instances

   • Access team management

   • Suitable for: Administrators, Workflow Designers

2. QUA Workflow Perm. (Execution Access)

   • Process assigned tasks

   • View own tasks

   • View team tasks (if team member)

   • Cannot modify workflow configurations

   • Suitable for: End users, Team members

3. QUA_All Users (Read-Only)

   • View workflow instances

   • View task lists

   • Cannot process tasks

   • Cannot modify configurations

   • Suitable for: Managers, Auditors

4. Additional Permission Sets (Inherited from Rule Engine)

   • QUA Business Rules UnLicensed

   • QUA Email Notification UnLicensed

   • QUA Power Automate Connector UnLicensed

How to assign permissions:

1. Search for "Users" in Business Central

2. Select the user

3. Choose User Permission Sets

4. Add QUA Advanced Workflow UnLicensed or QUA Workflow Perm.

5. Click OK

📋 NOTE: Permission sets are additive. If a user needs workflow execution AND configuration capabilities, assign both permission sets.

🔐 Security Requirements

Database Permissions

• Users need read/write access to QUALIA Workflow tables (72777600-72777608)

• System account needs execute permission on workflow codeunits

• Integration account needs access for event subscriptions

Network Requirements (Online Only)

• HTTPS connectivity to Business Central URLs

• Email integration requires SMTP/Graph API access

• Power Automate integration requires outbound HTTPS (for flow triggers)

💾 Database and Performance

Database Space Requirements

• Initial Installation: ~2 MB (extension and base data)

• Per Workflow Instance: ~10-20 KB (header + average 5 tasks)

• Planning: 1,000 workflows = ~10-20 MB

• Archival: Recommend archiving completed workflows > 6 months old

Performance Considerations

• Rule Evaluation: < 10ms per validation (Rule Engine)

• Workflow Creation: < 100ms per workflow instance

• Task Assignment: < 50ms per task

• Concurrent Users: No specific limits (BC license controls)

• Concurrent Workflows: Thousands supported

Optimization Tips:

💡 TIP: If you have many workflows, performance optimization strategies include:

• Archive completed workflows regularly

• Use specific trigger conditions (not table-wide triggers)

• Index custom fields used in formulas

• Schedule bulk workflow operations during off-peak hours

📱 Client Requirements

Web Client (Recommended)

• Browser: Chrome, Edge, Firefox, Safari (latest versions)

• JavaScript: Must be enabled

• Cookies: Required for session management

• Screen Resolution: Minimum 1280x720 (1920x1080 recommended)

Mobile Clients

• BC Mobile App: Workflow features available

• iOS: iOS 14 or higher

• Android: Android 9 or higher

• Limitations: Some workflow pages optimized for desktop

🔄 Integration Requirements

CRM Integration (Interaction Activities)

• BC CRM Module: Must be enabled and configured

• Interaction Templates: At least one template must exist

• Contact Management: Contacts must be configured

• Permissions: Users need CRM read/write permissions

Email Integration (Optional)

• SMTP Configuration: Required for email-based assignment lookup

• Exchange/Graph API: Recommended for cloud environments

• User Email Addresses: Must be populated in User table

Power Automate Integration (Optional)

• Power Automate License: Required for flow triggers

• Dataverse Connection: Required for BC connector

• Authentication: Azure AD or OAuth configured

1.8. Getting Help and Support

When you need assistance with QUALIA Workflow, multiple resources are available depending on your question type and support level.

📚 Primary Documentation

This User Manual

• Content: Complete end-user and administrator guidance

• Best For: Learning features, step-by-step procedures, examples

• Format: PDF, Online Help, Searchable

• Update Frequency: Per major release

Rule Engine User Manual

• Content: Complete Rule Engine documentation (formula syntax, placeholders, actions, operators)

• Best For: Advanced formula creation, understanding trigger logic, validation configuration

• Cross-Reference: This manual references Rule Engine manual frequently

• Note: Many workflow concepts are Rule Engine concepts - refer to base manual for details

Technical Design Document (Workflow)

• Content: Architecture, data model, API reference, developer guide

• Best For: Developers, system architects, integration specialists

• Audience: Technical staff only

• Access: Provided separately to technical teams

Technical Design Document (Rule Engine)

• Content: Rule Engine architecture, validation processing, performance tuning

• Best For: Understanding how workflows execute, performance optimization

• Access: Available separately

🆘 Support Channels

QUALIA Technik GmbH Technical Support

Email Support:

• Address: info@qualiatechnik.de

• Response Time: 1 business day for standard inquiries

• Priority Support: Available for production issues

• Languages: German, English

Website Resources:

• URL: www.qualiatechnik.de

• Knowledge Base: Search for articles, FAQs, troubleshooting guides

• Blog: Product updates, tips, best practices

• Release Notes: New features, bug fixes, compatibility information

• Download Center: Latest versions, patches, updates

When to Contact Support:

• Product bugs or errors

• Installation/upgrade issues

• Unexpected behavior

• Performance problems

• License questions

• Training inquiries

• Feature requests

📧 What to Include When Requesting Support

To help support staff resolve your issue quickly, provide:

Environment Information:

• Business Central version (e.g., "BC 22.4 Online")

• QUALIA Workflow version (check Extension Management)

• QUALIA Core version

• Deployment model (Online, On-Premises, Sandbox)

Issue Description:

• What you were trying to accomplish

• Steps you took (numbered list)

• What you expected to happen

• What actually happened

• Error messages (exact text or screenshots)

• When the issue started

Business Impact:

• How many users affected?

• Is production stopped?

• Can you work around the issue?

• What's the business urgency?

Attempted Troubleshooting:

• What have you already tried?

• Did anything change recently?

• Does it happen consistently or intermittently?

• Does it affect all users or specific users?

Supporting Materials:

• Screenshots of errors

• Workflow configuration export

• Validation Log entries

• User names affected (privacy considered)

Example Good Support Request:

🎓 Training and Certification

Available Training

QUALIA Technik offers training programs:

• End User Training: 2-hour session, workflow execution and task processing

• Administrator Training: 8-hour course, configuration and management

• Power User Training: 16-hour course, advanced configurations and integration

• Custom Training: Tailored to your specific workflows and processes

Training Delivery Options:

• On-site: Instructor visits your location

• Virtual: Live online sessions

• Self-Paced: Video tutorials and documentation

• Hybrid: Combination of formats

Contact Training: Email info@qualiatechnik.de with:

• Number of users to train

• Role types (end user, admin, designer)

• Preferred delivery method

• Timeline requirements

💬 Community and Peer Support

Business Central Community

• BC Forums: bc.microsoft.com/forums

• Yammer Groups: Business Central user groups

• LinkedIn Groups: BC professional networks

• Note: Community support is peer-to-peer, not official QUALIA support

Best Practices:

• Search before posting (question may be answered already)

• Provide context (workflow-specific questions)

• Share solutions (help others learn)

• Respect confidentiality (don't share sensitive data)

🐛 Bug Reports and Feature Requests

Reporting Bugs

If you believe you've found a bug:

1. Verify: Is this actually a bug or expected behavior?

   • Check documentation

   • Test in sandbox environment

   • Try with minimal configuration

2. Reproduce: Can you make it happen consistently?

   • Document exact steps

   • Test with different data

   • Test with different users

3. Report: Email info@qualiatechnik.de with:

   • Clear subject: "BUG: Brief description"

   • Steps to reproduce

   • Expected vs. actual behavior

   • Environment details

   • Screenshots/videos helpful

Requesting Features

Have an idea for improvement?

1. Check existing features: Does it exist but you didn't know?

2. Describe business need: What problem does this solve?

3. Explain expected behavior: What should it do?

4. Provide examples: Show similar features in other systems

5. Estimate impact: How many users would benefit?

Email feature requests to info@qualiatechnik.de

Feature Request Template:

Subject: FEATURE REQUEST: Brief description

Business Need:
[Explain what business problem this solves]

Current Workaround:
[How do you handle this today?]

Proposed Solution:
[Describe how the feature should work]

Expected Benefits:
[Who benefits and how?]

Similar Features:
[Examples from other systems, if any]

Priority:
[Nice to have / Important / Critical]

📖 Additional Resources

Microsoft Dynamics 365 Business Central Documentation

• URL: learn.microsoft.com/dynamics365/business-central

• Content: BC platform, standard features, development

• Value: Understand BC foundation that Workflow builds on

AL Language Documentation

• URL: learn.microsoft.com/dynamics365/business-central/dev-itpro/developer/devenv-reference-overview

• Content: AL language reference, development patterns

• Audience: Developers extending workflow functionality

Power Automate Documentation

• URL: learn.microsoft.com/power-automate

• Content: Flow creation, BC connector, triggers

• Value: Integrate workflows with Power Platform

This concludes Chapter 1: Introduction and Overview. You should now understand what QUALIA Workflow is, who uses it, what it does, how it integrates with Business Central, the business benefits it provides, and how to get help.

Next Steps:

• If new to the system: Continue to Chapter 2 (Getting Started)

• If learning concepts: Skip to Chapter 3 (Core Concepts and Terminology)

• If configuring: Jump to Chapter 4 (Tutorial - Your First Workflow)

• If using daily: Go to Chapter 9 (Processing Workflow Tasks)