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D365 In Focus: Automate Approval Processes with PowerApproval

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D365 In Focus: Automate Approval Processes with PowerApproval

Watch Zach demonstrate PowerApproval, the PowerPack add-on that gives users the ability to build approval processes, decide, per step, who can approve that step, and place that approval process on any Dynamics 365 entity – even custom entities! Approval tracking is critical to many businesses, so why not track them in the system where all your other business processes are kept: Microsoft Dynamics 365?

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Video Transcript

Hey. I'm Zach, and I'm here today to talk about one of our new PowerPack add-ons, PowerApproval. At any given moment in organizations across the world, you'll find a person or a team waiting on an approval. Now, depending on the size of this organization, this approval process could take weeks, months, or even years. Now, this work can be broken down into budgets, invoices, project outlines, marketing initiatives, or really any other item that requires a series of approvals from different departments. The last thing any organization needs is for its work to stall out because of idle time waiting for an approval.

By streamlining your approval process with PowerApproval, you can increase your productivity, improve costs, and ensure the quality of your work is consistent. Our solution allows you to build and track approval processes within your CRM environment in Dynamics 365 by allowing you to create approval entity lists, approval processes, process steps, which also include defining the user or team who's responsible for approving or rejecting that step, and the rejection reasons, which means PowerApproval can increase your productivity by standardizing your organization's processes, providing a 360 degree view of the entire approval process, and clearly defining who is involved at each step.

Now, PowerApproval is great for your sales teams, your HR teams, and in this example, I'll walk you through just how easy it is to start a new approval process for a marketing campaign. Let's take a look. Now, once you import PowerApproval into your Dynamics 365 environment, you'll see it appear underneath the PowerPack title in our site map. We can see that there are all the PowerApproval components, such as the entity lists, the processes, the steps, and the rejection reasons. Let's take a closer look at some approval processes that I've already built out in my system. We're going to be taking a look at this marketing campaign process.

I've already created a few steps, which involve meeting with the stakeholders to collect information, creating a campaign theme, designing email templates, and sending a test campaign. As we can see here, we also have the approving user or team specified, and if you would like to add another step, it's just as easy as clicking on the plus button here. Once you've created your entire approval process, now it's time to see it in action. So, we're going to navigate over to one of our records in CRM to see what PowerApproval looks like once we've started this process.

Now, if I scroll down a little bit to the approval section of this form, we'll see that there's no approval process that has been started. I'm going to simply select my marketing campaign process that we just talked about, and I'm going to submit it for approval. Now, when I click submit for approval, this is what actually kicks off the process. So, we'll see that the steps I've then created in this approval process appear down here, and we can also see the approving user, whether they're a team or an individual user, and we can see the date and time in which this process was actually initiated.

Now, on the righthand side, we can also see some color coding, which is associated with each step. This will allow us to know whether a step is waiting for a user, if a step has been approved, or if a step has been rejected. Now, because I'm a user on the presales team, either myself or any other user on the presales team can come into this approval process and either approve or reject the first step. Now, when I select one of my steps, I can see that I have some additional information that pops up on the righthand side here. Here I can add comments and I can ultimately approve or reject the step. And I'll select approve and we'll submit that step. We can see that the color coding changed from yellow to green. This means that the step has been approved, and we can now move on to the next step. We can also set up notifications to alert the new users or the teams that they have a step waiting for them in this process.

But I also want to show you what happens if a step is rejected. Now, a rejection is handled a little bit differently than an approval. I've added my comment, as to why it's being rejected, and I can now submit that step as rejected. Depending on how you have your approval process set up, you might have to restart your approval process or leave off from the previous step. So now we can see just how easy it was to create an approval process, and to start an approval process in your CRM environment. This is creating the 360-degree view for everyone in your organization, so that approval processes can increase the quality of your work and increase productivity within your organization. To see if PowerApproval can increase productivity within your organization, head over to our website and download a free 30-day trial. And if you have any questions or if you need some more information, feel free to reach out to the PowerPack team. Thanks for watching Dynamics 365 in Focus.

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