Access process for Dynamics to approve expense reports
This process is as of 28 Feb 2023. We still need to implement appropriate access request functionality for Dynamics Expense module in Fresh Service. It will include an automated approval workflows.
Here the current process is described.
1. User raises a Misc service request ticket in Fresh Service. e.g. https://supporthub.soteria365.com/a/tickets/6007?current_tab=details
2. User requests access to Dynamics so that they can approve expense reportd of other employees (mainly those reporting to them).
3. Soteria help desk to seek approval on the ticket from user's manager.
4. Once user's manager approves the access request, Assign ticket to Accelerant - Dynamics F&O Support group and to either Majid Hilali, Gislen Tim or Bernous Abd Sallem depending on their availability and time zone.
5. Person holding the ticket will check in D365 if an employee worker record for the requestor has already been setup and if not will need to e-mail HR team Rebecca Cumberland, Tamara Herring and Shila Morimoto requesting the following details:
- Personnel number
- Employment legal entity ID
- Start date
- Confirm if user is an employee or a contractor
Majid Hilali, Gislen Tim or Bernous Abd Sallem will create the worker record.
6. Majid Hilali, Gislen Tim or Bernous Abd Sallem will then need to create (import) the user record. The "person" field on the user record will need to be populated with the worker record that was created.
7. If the employee needs access to approve expense reports they will need to be assigned the ACC Approve Expense Report security role, and the expense report approval workflow needs to be checked and updated accordingly so that the relevant expense reports that are submitted are routed through to this user for approval. Please note the expense report approval workflow is setup in AAIE legal entity and applies organization wide.
8. Abdou, Majid or Gislen will inform user on their ticket that their access request has been completed and provide the link to the D365 production environment: https://accelins.operations.dynamics.com