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Create a work item queue

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

The following procedures explain how to create and manage work item queues.

Create a queue

To create a queue, complete the following procedure.

When you create a queue, you are automatically assigned as an administrator of the queue. Queue administrators can change the status of the queue, assign users to or unassign users from the queue, and specify the conditions under which the queue is used.

  1. Click Organization administration > Workflow > Work item queues.

  2. Click New.

  3. In the Name field, enter a name for the queue.

  4. In the Description field, enter a description to help you identify the queue.

  5. In the Document field, select the type of document that will be sent to this queue for processing.

  6. In the Status field, select one of the following options.

    Status

    Description

    Active

    Documents can be sent to the queue for processing.

    On hold

    Documents cannot be sent to the queue for processing. Use this status when you want to process all of the documents in the queue before you set the status of the queue to Inactive.

    Inactive

    Documents cannot be sent to the queue.

Assign users to or unassign users from a queue

A queue must have users assigned to it who are responsible for monitoring the queue and processing the documents in it. Before you assign users to the queue, verify that those users have permission to process the documents that are in the queue. For example, if the queue contains purchase requisitions, make sure that the users who you assign to the queue have permission to view and modify purchase requisitions.

To assign users to or unassign users from a queue, complete the following procedure.

  1. Click Organization administration > Setup > Workflow > Work item queues.

  2. Select the queue to assign users to or unassign users from.

  3. Expand the Users tab.

  4. To assign a user to the queue, click Add. Then follow these steps:

    1. In the User field, select the user name of the Microsoft Dynamics AX user to assign to the queue.

    2. Select the Administrator check box if this user should be an administrator of the queue.

      A queue must have at least one administrator. Queue administrators can change the status of the queue, assign users to or unassign users from the queue, and specify the conditions under which this queue is used.

  5. To unassign a user from the queue, select the row for that user. Then follow these steps:

    1. Click Remove.

    2. Confirm that you want to unassign the user from the queue.

Change the status of a queue

To change the status of a queue, complete the following procedure.

  1. Click Organization administration > Setup > Workflow > Work item queues.

  2. Select the queue to change the status of.

  3. Expand the General tab.

  4. In the Status field, select one of the following options.

    Status

    Description

    Active

    Documents can be sent to the queue for processing.

    On hold

    Documents cannot be sent to the queue for processing. Use this status when you want to process all of the documents in the queue before you set the status of the queue to Inactive.

    Inactive

    Documents cannot be sent to the queue.

Specify the conditions under which a queue is used

You can enter conditions to specify when documents are sent to a particular queue. These conditions are called assignment rules. You can create several assignment rules and specify the order in which the rules are evaluated.

Example of how assignment rules are used

To understand how assignment rules are used, suppose that you have created the following assignment rules for queues for purchase requisitions.

Evaluation order

Assignment rule

Conditions under which the rule applies

Queue that purchase requisitions are sent to

1

Rule A

  • Total amount > USD 10,000

  • Vendor = Contoso, Ltd

Contoso High Cost Queue

2

Rule B

  • Total amount > USD 10,000

  • Vendor = Adventure Works

Adventure Works High Cost Queue

3

Rule C

  • Vendor = Contoso, Ltd

Contoso Low Cost Queue

4

Rule D

  • Vendor = Adventure Works

Adventure Works Low Cost Queue

To better understand how these assignment rules are used, assume that an employee has submitted a purchase requisition totaling USD 15,000 for Adventure Works. In this scenario:

  1. Rule A is evaluated. The purchase requisition does not meet the conditions of the rule.

  2. Rule B is evaluated. The purchase requisition meets the conditions of the rule. Therefore, the purchase requisition is sent to the queue that is named Adventure Works High Cost Queue.

Now suppose that an employee has submitted a purchase requisition totaling USD 100 for Contoso, Ltd. In this scenario:

  1. Rule A is evaluated. The purchase requisition does not meet the conditions of the rule.

  2. Rule B is evaluated. The purchase requisition does not meet the conditions of the rule.

  3. Rule C is evaluated. The purchase requisition meets the conditions of the rule. Therefore, the purchase requisition is sent to the queue that is named Contoso Low Cost Queue.

Create an assignment rule

Complete the following procedure to create an assignment rule.

  1. Click Organization administration > Setup > Workflow > Work item queues.

  2. Click Work item queue assignment rules. The Work item queue assignment rules form is displayed.

  3. Select a type of document from the Document list. This indicates that the rule applies to a queue that is configured for the selected type of document.

  4. Click New to create a new assignment rule.

  5. In the Create new work item queue assignment rule form that appears, follow these steps:

    1. In the Name field, enter a name for the assignment rule.

    2. In the Description field, enter a brief description to help you identify the rule.

    3. In the Queue name field, select a queue. Documents that meet the specified conditions of the rule will be sent to this queue.

    4. Click Create rule to create the rule.

  6. To specify the conditions under which this rule applies, follow these steps:

    1. Select the rule in the left pane of the form.

    2. Expand the Conditions tab.

    3. Click Add condition.

    4. Enter a condition.

    5. Enter additional conditions, if they are required.

  7. To specify when this rule is evaluated, select the Move up or Move down buttons.