W150: Workflows

Version: 2025R1
Category: Workflows

How to Use This Course

The W150 Workflows course introduces the functionality of the Acumatica ERP workflows and explains how to use
the customization tools provided by the Acumatica Customization Platform to create new workflows and customize
predefined ones to meet the company’s business needs.
The course is intended for system analysts, business consultants, and technical specialists who have experience
using Acumatica ERP. It is based on multiple customization tasks that demonstrate the recommended general
approach to customizing the workflows of Acumatica ERP forms.

What the Course Prerequisites Are

To complete the course successfully, you should have common knowledge of Acumatica ERP and be familiar with
its user interface. It is desirable but not necessary that you have knowledge of the system functionality related
to accounts receivable, sales orders, and customer relationship management. You should also be familiar with
the customization projects. We recommend that you complete the W140 Customization Projects course before
completing the current course.

What Is in a Part

The first part of the course explains what a workflow is. The other parts of the course are dedicated to the
customization of workflows for Acumatica ERP forms.
Each part of the course consists of lessons you should complete.

What Is in a Lesson

Each lesson includes a story describing a particular customization scenario, provides a brief overview of the
process that should be performed to complete the described scenario, and instructions that guide you through the
process in Acumatica ERP.

           The completion of a lesson depends on the steps performed in the previous lessons. We recommend
           that you complete the lessons in the listed order.

What the Documentation Resources Are

The complete Acumatica ERP documentation is available on https://help.acumatica.com/ and is included in the
Acumatica ERP instance. While viewing any form used in the course, you can click the Open Help button in the top
pane of the Acumatica ERP screen to bring up a form-specific Help menu; you can use the links on this menu to
quickly access form-related information and activities and to open a reference topic with detailed descriptions of
the form elements.

Which Training Environment You Should Use

All lessons of the course should be completed in an instance of Acumatica ERP 2025 R1 with the U100 training
dataset preloaded; this dataset provides the predefined settings and entities you will need as you complete the
activities of this course.
You need to prepare an instance of Acumatica ERP 2025 R1, as described Initial Configuration.

Which Credentials You Should Use

You complete all lessons of this course by using the gibbs user and the 123 password.

How to Use This Course | 6

For the educational purposes of this course, you use Acumatica ERP under the trial license, which does not require activation and provides all available features. For the production use of this functionality, you have to activate the license your organization has purchased. Each particular feature may be subject to additional licensing; please consult the Acumatica ERP licensing policy for details. Company Story and Customization Description | 7

Company Story and Customization Description

You will perform the exercises of this course acting as an employee of a partner of Acumatica that develops business solutions for companies. You are going to customize some of the Acumatica ERP forms for HardwareViewpoint, a midsize hardware manufacturer that has decided to replace its aging ERP system with Acumatica ERP. In HardwareViewpoint, the flow of documents is based on certain procedures, and you want to make modifications to the available workflows in Acumatica ERP so that the workflows better suit the company's needs. Specifically, you want to do the following:

Create a workflow for the Task (CR306020) form, which does not have any predefined workflows in an out- of-the-box system.
Support the assignment of opportunities to salespeople. To provide this support, you will customize the Opportunities (CR30400) form to add a new status, Assigned, aer the New status in the workflow. The Assigned status reflects that the opportunity has been assigned to a salesperson, who must then accept or reject the opportunity. If the opportunity is accepted, the opportunity status becomes Open; if it is rejected, the status changes back to New.
Set up the system to change the status of a sales order to On Hold automatically if the Order Total value is $800 or more. To do this, you will customize the Sales Orders (SO30100) form.
For an inherited workflow that has been developed for a previous version of Acumatica ERP, upgrade the customization project that contains this inherited workflow because the predefined workflow of a form has been modified since the previous version. Initial Configuration | 8

Initial Configuration

You need to perform the prerequisite actions before you start to complete the course.

Deploying the Needed Acumatica ERP Instance for the Training Course

You deploy an Acumatica ERP instance and configure it for use in the training course as follows:

Make sure that the environment that you are going to use conforms to the System Requirements for the Acumatica ERP Installation.
Make sure that the Web Server (IIS) features that are listed in Configuration of IIS Web Server Features are turned on.
Open the Acumatica ERP Configuration wizard, and deploy a new Acumatica ERP instance as follows: a. On the Database Configuration page, type the name of the database: Workflows. b. On the Tenant Setup page, define one tenant with the U100 data inserted by specifying the following settings:

Tenant Name: HardwareViewpoint
New: Selected
Insert Data: U100
Parent Tenant ID: 1
Visible: Selected The system creates a new Acumatica ERP instance, adds a new tenant, and loads the selected data. Part 1: Getting Started with Workflows | 9