This walkthrough illustrates the following tasks:

• Setting up a new user who has Windows authentication logon credentials.
  
• Applying document approval settings for two users.
  
• Setting up email notification.
  

To complete this walkthrough, you will need:

• Microsoft Dynamics NAV with the CRONUS International Ltd. demonstration database installed. For more information, see Demo Option.
  
• An SMTP server that both users have access to.
  

Sean Bentley is a power user at CRONUS International Ltd.. CRONUS has several departments that handle documents, including sales and purchasing. Sean has been asked to set up document approvals to automate the process of requesting an approval. He decides to test the approval process on a single computer before setting it up for CRONUS employees. He creates two document approval users in Microsoft Dynamics NAV. One is himself, whom he also sets up as the Approval Administrator. In this walkthrough, you will set yourself up as the other user. Sean then sets approval limits for the users and designates the templates that must be used for approvals. Finally, he sets up notifications to alert users when an approval is ready for consideration.

Sean adds a new user to Microsoft Dynamics NAV.

If you want to perform this walkthrough, but do not have permission to add users in your domain, then you can add a user on the local computer instead, as the following procedure describes.

To add a user to the domain

After creating a user, Sean must add this user to Microsoft Dynamics NAV. To do this, he follows the procedure in How to: Create Microsoft Dynamics NAV Users.

Sean adds himself as a salesperson, because he is responsible for the sales orders that the order processor has created. In this walkthrough, he is to approve the documents that are sent for approval by the order processor. Sean sets himself as the document approver and also sets sales and purchase limits that require approval for the user who he created previously.

To set up document approvals users

1. In the Search box, enter Salespeople, and then choose the related link.

2. In the Salespeople window, on the Home tab, in the New group, choose New.

3. In the Code text box, add the initials SB (for Sean Bentley), and in the Name text box, enter the name Sean Bentley.

4. In the E-Mail field, enter an email address that you can use to test if the procedures in this walkthrough are working. Choose the OK button.

5. In the Search box, enter Approval Setup, and then choose the related link.

6. In the Approval Setup window, on the General FastTab, in the Approval Administrator field, specify Sean.

7. On the Home tab, in the Process group, choose User Setup.

8. In the Approval User Setup window, on the Home tab, in the New group, choose New. In a blank User ID field, choose the field, select the row for the user who you want to add, and then choose the OK button.

9. For Sean, complete the user setup with the information in the User 1 column in the following table. Then, use the information in the User 2 column to set up yourself as the second user who you created.

Note
You must set up an approver before you can set up users who require that approver's approval. Therefore, you must set up User 1, who acts as the approver in this scenario, before you set up User 2.

Approval settings	User 1 (Sean) - Salesperson and Document Approver	User 2 (you) - Order Processor
User ID	Provide the user ID that you assigned this user.	Provide the user ID that you assigned this user.
Salespers./Purch. Code		User 1
Approver ID		User 1
Sales Amount Approval Limit	Select the Unlimited check box.	5000
Purchase Amount Approval Limit	Select the Unlimited check box.	5000
Request Amount Approval Limit	Select the Unlimited check box.	5000
E-mail	User 1 email address	User 2 email address

In Microsoft Dynamics NAV, Sean applies notification settings to make sure that he is notified when an approval is ready. He sets Microsoft Dynamics NAV to automatically request a comment when a user rejects an approval request. Finally, he completes the SMTP mail setup so that mail is sent when an approval request is sent.

To set up email notification

To set up SMTP mail

After you have completed the document approvals setup, you can try sending and approving, rejecting, or delegating approval requests. For more information, see Walkthrough: Approving Documents.

Concepts