Chapter 02: Getting Started

This chapter guides you through accessing QUALIA Workflow in Business Central and understanding the key pages you'll use daily. Whether you're a new user or administrator, start here to learn how to navigate the workflow interface efficiently.

What You'll Learn:

• How to find and open workflow pages in Business Central

• Understanding the Workflow Setup List page layout and features

• Navigating the Workflow Setup Card page and its tabs

• Understanding workflow task configuration areas

• Viewing and managing workflow instances (Workflow Entries)

• Navigation shortcuts and productivity tips

Time Required: 20-30 minutes reading, 10-15 minutes hands-on practice

Prerequisites:

• Business Central access with appropriate permissions

• QUALIA Workflow installed and licensed

• Basic familiarity with Business Central navigation (search, pages, actions)

2.1. Accessing QUALIA Workflow in Business Central

QUALIA Workflow integrates seamlessly into Business Central's standard navigation system. You can access workflow pages using several methods, depending on your workflow and preferences.

🔍 Primary Access Method: Search Function

The fastest way to access any workflow page is using Business Central's built-in search feature.

To access workflow pages using search:

1. Click the 🔍 Search for Page or Report icon in the top-right corner of Business Central

   • Keyboard shortcut: Alt+Q (opens "Tell Me" search)

   • Alternative: Click directly in the search box

2. Type keywords related to the page you want:

   • "Workflow Setup" → Opens QUA Workflow Setup list page

   • "Workflow Entries" → Opens QUA WorkFlow Entries list page

   • "Workflow Teams" → Opens QUA WorkFlow Teams list page

   • "Business Rule Setup" → Opens Rule Engine configuration (for triggers)

3. Press Enter or click the page name in results

4. Business Central opens the selected page

Search Tips:

💡 TIP: You don't need to type the complete page name. BC's search is smart:

• Type "work" → Shows all workflow-related pages

• Type "QUA" → Shows all QUALIA pages (Workflow + Rule Engine)

• Type "entries" → Shows Workflow Entries plus other entry pages

• Type "teams" → Shows Workflow Teams page

Recent Pages Feature:

📋 NOTE: Business Central remembers your recently accessed pages. After you've opened a workflow page once, it appears in your "Recent" list for quick access. Click the 🔍 icon and look for recently used pages at the top of the search results.

📑 Alternative Access: Navigation Menu

If your Business Central role center has been customized, workflow pages may appear in navigation menus.

To check for workflow menu items:

1. Look at the Navigation Bar on the left side of your Role Center

2. Check under common sections:

   • Administration (for Workflow Setup)

   • Setup (for configuration pages)

   • Activities (for Workflow Entries)

   • Reports (for workflow reports)

Why you might not see menu items:

• Menu items depend on your Role Center type

• Administrators can customize which pages appear

• Permission sets affect menu visibility

• By default, QUALIA Workflow doesn't add menu items (uses search instead)

⭐ Productivity Feature: Favorites and Bookmarks

Add frequently used workflow pages to your favorites for instant access.

To add a page to favorites:

1. Open the workflow page you use frequently (e.g., QUA Workflow Setup)

2. Click the ⭐ Star icon in the top-right corner of the page

3. The page is now added to your Home page under "Favorite Pages"

4. Click the star icon on your Home page to access the page instantly

Best Practice:

💡 TIP: Add these pages to favorites for daily workflow administration:

• QUA Workflow Setup (configuration)

• QUA WorkFlow Entries (monitoring active workflows)

• QUA Workflow Teams (team management)

• QUA Validation Log (Rule Engine trigger debugging)

🎯 Direct URL Access (Advanced)

Power users can bookmark direct URLs to workflow pages.

URL Pattern:

https://businesscentral.dynamics.com/[tenant]/[environment]/?page=[PageID]

Common Workflow Page IDs:

• 72777800: QUA Validation Sets List (Rule Engine triggers)

• 72777608: QUA WorkFlow Entries (Workflow instances)

• Page name not documented: QUA Workflow Setup (check Extension Management)

📋 NOTE: Page IDs may vary if you have customizations. Use BC's search function to find the correct page, then check the URL bar for the page ID.

🔐 Permission Requirements

To access workflow pages, you must have appropriate permissions assigned.

Required Permission Sets:

If you can't see workflow pages:

⚠️ WARNING: If search returns no results for "Workflow Setup" or "Workflow Entries", you likely don't have the required permissions. Contact your Business Central administrator to request the QUA Workflow Perm. or QUA Advanced Workflow UnLicensed permission set.

How administrators assign permissions:

1. Search for Users in Business Central

2. Select the user who needs access

3. Choose User Permission Sets

4. Add QUA Workflow Perm. (for task execution) or QUA Advanced Workflow UnLicensed (for configuration)

5. Click OK

2.2. Understanding the Workflow Setup List Page

The QUA Workflow Setup list page is your central hub for creating, viewing, and managing workflow configurations. This page shows all workflows (both enabled and disabled) in a grid format.

Page Purpose:

This list page serves as:

• Configuration registry: See all workflows defined in your system

• Status dashboard: Identify enabled vs. disabled workflows at a glance

• Navigation hub: Open individual workflows for detailed configuration

• Bulk operations center: Enable/disable multiple workflows, copy configurations

📊 List Area and Column Information

The main grid displays key information about each workflow:

Standard Columns:

Understanding Key Fields:

"Enabled" Checkbox:

• ✓ = Workflow is active and will trigger when conditions met

• Blank = Workflow is disabled, will NOT trigger (safe for testing/configuration)

• You can enable/disable workflows without deleting configuration

"Start Date" / "End Date":

• Workflows only trigger BETWEEN these dates

• Blank End Date = workflow never expires

• Use date ranges for seasonal workflows or limited-time processes

• System checks dates BEFORE evaluating trigger conditions

"Table No." and "Table Name":

• Identifies which BC record type triggers the workflow

• Table 18 = Customer records

• Table 36 = Sales Header records (orders, quotes, invoices)

• Table 38 = Purchase Header records

• 🔗 For complete BC table list, see BC documentation or use the Table Information page

🔍 Filter and Search Capabilities

The list page includes powerful filtering to find workflows quickly.

Column Filters:

Each column header has a filter icon. Click it to:

• Filter by specific values (e.g., show only Table 36 workflows)

• Filter by date ranges (e.g., workflows ending in 2025)

• Filter enabled/disabled status

• Apply multiple filters simultaneously

Common Filter Examples:

Show only enabled workflows:

1. Click filter icon on "Enabled" column

2. Select True checkbox

3. Click OK

4. List shows only active workflows

Show workflows for specific table:

1. Click filter icon on "Table No." column

2. Enter table number (e.g., 36 for Sales Header)

3. Click OK

4. List shows only workflows for that table

Show expiring workflows:

1. Click filter icon on "End Date" column

2. Enter date range (e.g., 01/01/2025..12/31/2025)

3. Click OK

4. List shows workflows expiring in 2025

Quick Filter (Search Box):

Type in the filter pane at the top of the list:

• Search by workflow number

• Search by description keywords

• Search by table name

• BC searches across all columns simultaneously

💡 TIP: Use filters to create workflow views:

• "Production Workflows" → Filter Enabled = True

• "Test Workflows" → Filter Description contains "TEST"

• "Sales Workflows" → Filter Table No. = 36

• "Expiring Soon" → Filter End Date < Today+90D

🎬 Action Bar and Available Commands

The action bar at the top provides commands for managing workflows.

Primary Actions:

New Action

• Creates a new workflow configuration

• Opens blank Workflow Setup Card page

• System auto-assigns number if number series configured

• You fill in all required fields

Edit Action

• Opens selected workflow in edit mode

• Alternative: Double-click a list row

• Allows modification of all workflow settings

• Changes take effect immediately (be careful with enabled workflows)

Delete Action

• Permanently removes workflow configuration

• Also deletes all associated workflow instances and task history

⚠️ WARNING: Deleting a workflow is permanent and cannot be undone. Before deleting:

• Verify no active workflow instances exist (check Workflow Entries)

• Archive completed workflow data if needed for audit trail

• Consider disabling instead of deleting (preserves configuration)

• Check if other workflows reference this workflow

Copy Action

• Duplicates an existing workflow configuration

• Useful for creating similar workflows or templates

• System prompts for new workflow number

• Copies all tasks, status rules, and precedence rules

💡 TIP: Template Pattern - Create a "template" workflow with standard tasks and configuration. When you need a new similar workflow, copy the template and modify the copy. This ensures consistency and saves configuration time.

Enable/Disable Toggle

• Quickly activate or deactivate workflows

• Safer than deletion for temporary deactivation

• Disabled workflows retain all configuration

• No confirmation prompt (immediate action)

Send Workflow Action (if configured)

• Exports workflow configuration

• Used for moving workflows between environments (Dev → Test → Production)

• Format depends on system configuration

• May require additional setup

📋 FactBox Information Panel

The FactBox area on the right side shows additional details about the selected workflow.

Common FactBoxes:

Workflow Statistics:

• Total instances created

• Active instances count

• Completed instances count

• Average completion time

• Success rate

Related Information:

• Number of tasks configured

• Number of trigger rules (Initiated By)

• Number of status rules

• Last triggered date/time

Drilldown Actions:

Click statistics values to:

• View list of workflow instances

• Filter by status (Active, Completed)

• Analyze performance trends

📋 NOTE: FactBox data updates in real-time as workflows execute. Use this for quick health checks without opening detail pages.

2.3. Navigating the Workflow Setup Card Page

The QUA Workflow Setup Card page is where you configure individual workflows in detail. This page opens when you create a new workflow or edit an existing one.

Page Purpose:

The card page is organized into tabs, each focusing on a specific aspect of workflow configuration:

• General: Basic workflow identification and settings

• Initiated By: Trigger conditions (when workflow starts)

• Tasks: Workflow steps (what work gets done)

• Task Rules: Status transitions and logic (when tasks advance)

• Statistics: Execution metrics (how workflow performs)

📑 General Tab - Basic Configuration

The General tab contains fields that identify and control the workflow.

Field-by-Field Reference:

"No." Field

• Caption: "No."

• Type: Code[20]

• Required: Yes (unless auto-numbering configured)

• Usage: Unique identifier for the workflow

• Editable: Only when creating new workflow

• Examples: CUST-ONBOARD, SO-APPROVAL-01, VEN-SETUP-001

• Best Practice: Use meaningful codes that indicate purpose

💡 TIP: Establish a naming convention for workflow numbers:

• Prefix by table: CUST- for Customer, SO- for Sales Order, PO- for Purchase Order

• Include sequence: -001, -002, -003

• Indicate purpose: APPROVAL, ONBOARD, REVIEW, SETUP

• Example: CUST-ONBOARD-001 = Customer Onboarding Process #1

"Description" Field

• Caption: "Description"

• Type: Text[100]

• Required: Recommended

• Usage: Business-friendly name shown in lists and reports

• Editable: Yes

• Examples:

  • "High-Value Sales Order Approval"

  • "New Customer Onboarding Process"

  • "Vendor Setup Verification Workflow"

  • "Credit Limit Review Process"

Why description matters:

• Users see this in Role Center cues and task lists

• Appears in workflow instance entries

• Helps identify workflow purpose at a glance

• Used in reports and analytics

"Start Date" Field

• Caption: "Start Date"

• Type: Date

• Required: Recommended

• Usage: Workflow becomes active on this date

• Default: Blank (active immediately)

• Examples: 01/01/2025, TODAY, specific future date

"End Date" Field

• Caption: "End Date"

• Type: Date

• Required: No

• Usage: Workflow expires after this date

• Default: Blank (never expires)

• Examples: 12/31/2025, specific project end date

Date Range Scenarios:

✅ EXAMPLE: Seasonal Workflow

✅ EXAMPLE: Project-Based Workflow

"Enabled" Checkbox

• Caption: "Enabled"

• Type: Boolean

• Required: No (defaults to unchecked)

• Usage: Master on/off switch for the workflow

• Default: Unchecked (disabled)

Enabled Logic:

The workflow triggers ONLY when ALL conditions are true:

1. ✓ Enabled checkbox is checked

2. Current date >= Start Date (if Start Date specified)

3. Current date <= End Date (if End Date specified)

4. Rule Engine validation scenarios match (Initiated By rules)

⚠️ WARNING: Always test workflows with Enabled = unchecked first. Create test records, verify tasks create correctly, validate all logic works as expected. Only enable for production after thorough testing.

Testing Workflow:

"Table No." Field

• Caption: "Table No."

• Type: Integer

• Required: Yes

• Usage: Specifies which Business Central table triggers the workflow

• Editable: Only when creating new workflow

• Lookup: Opens table list when you click dropdown

Common Table Numbers:

📋 NOTE: Table No. cannot be changed after workflow is created because it fundamentally determines what events the workflow subscribes to. If you need a different table, create a new workflow.

"Recurring Frequency" Field

• Caption: "Recurring Frequency"

• Type: Option (None, Daily, Weekly, Monthly, Quarterly, Yearly)

• Required: No

• Usage: For workflows that should trigger on schedule rather than record events

• Default: None (event-driven workflows)

When to use recurring workflows:

• Daily data quality checks

• Weekly reminder workflows

• Monthly reporting processes

• Quarterly compliance reviews

📋 NOTE: Most workflows are event-driven (leave Recurring Frequency = None). Recurring workflows are advanced scenarios typically used for scheduled maintenance or reminder processes.

🎯 Initiated By Tab - Trigger Configuration

The Initiated By tab links to Rule Engine validations that determine when the workflow triggers.

Purpose:

This tab answers the question: "Under what conditions should this workflow start?"

Structure:

The Initiated By tab contains a subpage (list) showing Rule Engine validation sets linked to this workflow. Each line represents a trigger rule.

Key Columns:

Understanding the Relationship:

Adding a Trigger Rule:

1. Navigate to Initiated By tab

2. Click New Line or press Enter on blank line

3. Click lookup in "Rule" field

4. Select existing validation set OR create new one

5. System links validation to workflow

💡 TIP: You can link multiple validation sets to one workflow. The workflow triggers if ANY linked validation matches (OR logic). This is useful for workflows that should start under multiple different conditions.

✅ EXAMPLE: Sales Order Approval with Multiple Triggers

🔗 For complete details on creating and configuring Rule Engine validation sets, scenarios, and conditions, see Rule Engine User Manual Chapter 4: Creating Business Rules. The workflow-specific aspects are covered in this manual's Chapter 5.

📝 Tasks Tab - Workflow Steps

The Tasks tab defines the work that needs to be done when the workflow executes.

Purpose:

This tab answers: "What steps must be completed, in what order, by whom, and by when?"

Structure:

The Tasks tab shows a list of all tasks configured for this workflow. Each task becomes a separate entry in the Workflow Entries page when the workflow triggers.

Key Columns:

Task Sequence:

Tasks execute in the sequence shown in the list. You can:

• Add new tasks (inserts at end)

• Reorder tasks (drag-and-drop if enabled)

• Delete tasks (removes from workflow)

• Copy tasks (duplicate configuration)

📋 NOTE: The order shown on this tab determines the DEFAULT task sequence. However, the actual execution order is controlled by Status Rules (Task Rules tab) and Precedence Rules, which can create complex flows including parallel tasks, conditional branches, and dependencies.

⚙️ Task Rules Tab - Status and Precedence

The Task Rules tab configures when tasks advance through their lifecycle.

Purpose:

This tab answers: "When does a task release? When does it complete? What conditions must be met?"

Structure:

The Task Rules tab shows status rules for each task. For each task, you typically see:

Auto-Created Rules:

Default Behavior:

• Line 9999 exists: Task waits in Open status until formula evaluates to true

• Line 9999 deleted: Task auto-releases immediately when created

• Line 10000 exists with formula: Task completes when formula evaluates to true

• Line 10000 exists without formula: Task completes when user clicks Process action

Common Patterns:

Auto-Release Pattern:

Conditional Release Pattern:

Conditional Completion Pattern:

🔗 Detailed configuration of status rules, formula syntax, and advanced patterns are covered in Chapter 7: Configuring Status Rules and Task Logic.

📊 Statistics Tab - Execution Information

The Statistics tab shows workflow performance metrics (FlowFields calculated from workflow instances).

Metrics Displayed:

• Total Instances Created: How many times this workflow has triggered

• Active Instances: Workflows currently in progress

• Completed Instances: Workflows finished successfully

• Average Duration: Mean time from start to completion

• Longest Duration: Slowest workflow instance

• Shortest Duration: Fastest workflow instance

Why Statistics Matter:

• Performance Monitoring: Identify slow-running workflows

• Capacity Planning: Understand workflow volume

• Process Improvement: Find bottlenecks and optimization opportunities

• Compliance: Track SLA adherence

💡 TIP: Check statistics regularly for enabled workflows:

• Increasing average duration → investigate bottleneck

• High active instances → check for stuck tasks

• Low completion rate → review status rules

Drilldown to Details:

Click any statistic value to:

• View list of workflow instances

• Filter by status or date range

• Analyze individual instance performance

• Identify patterns or problems

2.4. Understanding Workflow Task Configuration

While the Tasks tab shows task list, detailed task configuration happens in a separate task card or through inline editing. Understanding task configuration fields is essential for effective workflow design.

Task Configuration Fields:

Each task has these key configuration elements (detailed documentation in Chapter 6):

Identification:

• Code: Unique identifier within workflow

• Description: User-friendly task name

Assignment:

• Assigned to: User, team, or placeholder formula

• Team Code: For team-based assignment

Dates:

• Due Date: Completion deadline

• Critical Date: Escalation threshold

Behavior:

• Activity Type: Determines how task completes (Manual, Interaction, Conditional, Approval)

• Status: Current task lifecycle state

CRM Integration (Interaction activity type only):

• Template Code: CRM interaction template

• Contact No.: Contact person for interaction

📋 NOTE: Field availability depends on Activity Type. For example, Template Code only appears when Activity Type = Interaction.

2.5. Understanding Workflow Entries Page

The QUA WorkFlow Entries page shows workflow instances - actual executions of your configured workflows.

Page Purpose:

This is your operational monitoring page where you:

• See all workflow instances (one per triggered workflow)

• Process assigned tasks

• Monitor workflow progress

• Investigate issues

• Complete workflow activities

Difference from Workflow Setup:

📋 List Area Structure

The Workflow Entries page shows a hierarchical structure:

Header Entries (Detailed Entry No. = 0):

• One per workflow instance

• Shows workflow-level information

• Collapsible to show/hide tasks

Detail Entries (Detailed Entry No. > 0):

• One per task within the workflow

• Shows task-specific information

• Nested under header entry

Key Columns:

Reading the List:

📌 FactBox "What To DO"

The right-side FactBox panel shows task details when you select a detail entry.

Information Displayed:

• Task Description: Full explanation of what needs to be done

• Source Record: Link to the BC record that triggered workflow

• Due Date: When task should be complete

• Critical Date: Escalation threshold

• Assigned User: Who is responsible

• Activity Type: What kind of task (Manual, Interaction, etc.)

• Instructions: Any special notes or guidance

Why It Matters:

Users processing tasks see this information to understand:

• What action they need to take

• What data they need to review

• When the task must be completed

• Where to find source information

💡 TIP: Write clear, actionable task descriptions. The "What To DO" FactBox is often the only instructions users see. Include:

• Specific action required ("Review and approve sales order")

• What to check ("Verify customer credit limit not exceeded")

• Success criteria ("Approved if amount < $50,000 and customer in good standing")

🎬 Process Action

The Process action completes workflow tasks. Behavior depends on Activity Type:

Manual Activity:

• Click Process → Task status = Completed

• Simple confirmation, no additional steps

• Use for: Acknowledgments, reviews, simple approvals

Interaction Activity:

• Click Process → Opens BC Interaction wizard

• Fill in interaction details (date, description, notes)

• Creates CRM interaction log entry

• Task completes when wizard finishes

• Use for: Customer calls, meetings, follow-ups

Conditional Activity:

• No manual processing required

• Task auto-completes when status rule formula evaluates to true

• Status rules control completion

• Use for: Data validation gates, system-driven progress

Approval Workflow Activity:

• Links to BC standard approval workflow

• Process button behavior depends on approval configuration

• May lock source record

• Use for: Integration with BC approval system

🔗 Detailed processing procedures for each activity type are covered in Chapter 9: Processing Workflow Tasks.

🔗 Show Record Action

The Show Record action opens the Business Central record that triggered the workflow.

How It Works:

1. Select a workflow entry (header or detail)

2. Click Show Record action

3. System opens the source BC record in appropriate page

Examples:

• Workflow triggered by Customer → Opens Customer Card

• Workflow triggered by Sales Order → Opens Sales Order page

• Workflow triggered by Purchase Invoice → Opens Purchase Invoice page

Why It's Useful:

Users processing tasks need context:

• Review data that triggered workflow

• Verify information before approval

• Update fields as part of task

• Navigate to related records

💡 TIP: Train users to always click Show Record before processing tasks. Understanding the source data context prevents errors and ensures appropriate decisions.

2.6. Quick Navigation Tips and Shortcuts

Efficiency tips for daily workflow navigation:

⌨️ Keyboard Shortcuts

🎯 Role Center Cues

Add workflow cues to your Role Center for at-a-glance monitoring:

My Open Tasks:

• Shows tasks assigned to you with Status = Released

• Click cue → Opens filtered Workflow Entries

Overdue Tasks:

• Shows tasks past Due Date

• Critical for SLA management

Team Tasks:

• Shows tasks assigned to your teams

• Self-assign and process

Workflow by Status:

• Count workflows by status (Open, Released, Completed)

• Monitor workflow health

📋 NOTE: Cue configuration requires system administrator permissions. Contact your BC admin to add workflow cues to your Role Center.

📱 Mobile Access

QUALIA Workflow is accessible via Business Central mobile app:

Mobile-Optimized Features:

• View assigned tasks

• Process Manual activities

• View workflow status

• Access via search

Mobile Limitations:

• Some complex pages may not be fully optimized

• Configuration best done on desktop

• Interaction wizard may have limited functionality

This concludes Chapter 2: Getting Started. You should now be able to navigate all key workflow pages, understand their purpose, and efficiently access the features you need daily.

Next Steps:

• Continue to Chapter 3 to learn workflow concepts and terminology

• Or jump to Chapter 4 for hands-on tutorial

• Or skip to Chapter 9 if you just need to process tasks