Chapter 13: Integration with Business Central

Chapter Objectives:

• Integrate workflows with BC CRM (Interaction activities)

• Configure workflows for standard BC tables

• Extend workflows to custom tables

• Understand Rule Engine integration

• Configure workflow number series

• Manage user permissions and security

13.1. CRM Integration

Interaction Activities

Purpose: Create tracked CRM interactions directly from workflow tasks.

Interaction Workflow:

1. Task Configuration:
   Activity Type: Interaction
   Template Code: PHONE CALL (or other interaction template)
   Contact No.: [18:5050]

Interaction Templates:

Contact Resolution:

Workflow Task must provide valid Contact No.:
  
Option 1 - Direct Contact:
  Contact No.: CT-00001 (fixed)
  
Option 2 - Customer Contact:
  Contact No.: [18:5050] (Customer Primary Contact)
  
Option 3 - Sales Order Contact:
  Contact No.: [36:5052]

Segment Lines

Role in Workflow:

Custom Fields on Segment Line:

Interaction Log Entries

Permanent Interaction Record:

Viewing Interaction History:

13.2. Working with Standard BC Tables

Customer Workflows

Common Customer Workflow Patterns:

Pattern 1: New Customer Onboarding:

Pattern 2: Credit Limit Change:

Table: Customer (18)
Trigger: OnModify, Field: Credit Limit (LCY) (5700)

Tasks:
  1. Supervisor approval (< \)
  2. Manager approval (\-\)
  3. Finance director approval (> \)

Sales Order Workflows

Common Sales Workflows:

Pattern 1: Order Processing:

Pattern 2: High-Value Order Approval:

Table: Sales Header (36)
Trigger: Amount Including VAT > threshold

Tasks:
  1. Sales manager review
  2. Finance approval (if > \)
  3. Executive approval (if > \)

Purchase Order Workflows

Pattern: PO Approval Workflow:

Table: Purchase Header (38)
Trigger: Amount > \,000

Tasks:
  1. Department manager approval
  2. Finance manager approval (> \)
  3. CFO approval (> \)

13.3. Custom Table Integration

Extending Workflows to Custom Tables

Requirements:

Example: Custom Contract Table:

Assume Custom Table 50000: "Contract Header"
Fields:
  1: No. (Code[20])
  2: Description (Text[100])
  10: Contract Type (Option)
  20: Customer No. (Code[20])
  30: Start Date (Date)
  40: End Date (Date)
  50: Annual Value (Decimal)
  60: Status (Option: Draft/Active/Expired)

Workflow Configuration:
  Workflow Setup:
    Table No.: 50000
    Description: "Contract Approval Workflow"
    
  Initiated By:
    Trigger: OnModify, Field: Status = Active
    Condition: Annual Value > 50000
    
  Task:
    Description: "Review contract [50000:1]"
    Assigned to: [50000:70] (if custom field for approver)
    Due Date: [50000:30]

Considerations:

• Custom fields may not have placeholders in Lookup FactBox

• Manual table/field number lookup required

• Test thoroughly with actual custom table data

• Document custom field numbers for maintenance

13.4. Rule Engine Integration

How Workflows Use Rule Engine

Workflow-Rule Engine Relationship:

Auto-Generated Validation Sets:

When Workflow Created:
  System creates Validation Set:
    Validation Set ID: [Workflow No.]
    Table No.: [Workflow Table No.]
    Enabled: Yes
    
When Task Created:
  System creates Validation:
    Validation Set ID: [Workflow No.]
    Line No.: Auto-increment
    Description: "Release conditions for [Task Code]

Accessing Rule Engine UI:

Formula Configuration

Where Formulas Configure:

NOTE: For complete formula syntax, operators, and advanced techniques, see Rule Engine User Manual Chapters 7-10.

Performance Considerations

Optimization Strategies:

1. Efficient Scenarios:

2. Linked Table Usage:

3. Formula Complexity:

4. Workflow Volume:

13.5. Number Series Configuration

Workflow Number Series

Purpose: Auto-generate unique workflow numbers.

Configuration:

Format Recommendations:

13.6. User and Permission Integration

User Lookup

How User Assignment Works:

Method 1: Direct User ID
  Assigned to: JSMITH
  System validates: User."User Name" = JSMITH exists
  
Method 2: Email Lookup
  Assigned to: [18:102] (Customer E-Mail)
  System resolves email: john@alpine.com
  System queries: User WHERE "Contact Email" = john@alpine.com
  System assigns: User."User Name" (e.g., JSMITH)
  
Method 3: Placeholder
  Assigned to: [36:29]

User Table (User):

Permission Requirements

Minimum Permissions for Workflow Users:

Administrator Permissions:

Team Lead Permissions:

Security Best Practices

Principle of Least Privilege:

Data Security:

Audit Trail:

This completes Chapters 12-13 covering complex workflow patterns and Business Central integration.

Chapters 12-13 Complete: Complex Patterns and BC Integration