To make purchase requisitions available to users in your organization and to activate the Purchase requisition approvalworkflow, you must define the user groups that control access to the purchase requisition functionality and security settings.

The following procedures describe how to activate the purchase requisition functionality and define user groups and security settings based on the example in Overview of a purchase requisition workflow.

The example requires the following user groups.

User group name	Description
PREmployee	Users can create, submit, and cancel purchase requisitions.
PRApprove	Users can approve, cancel, delegate, reject, and request changes to purchase requisitions.
PRComplete	Users can complete purchase requisitions, modify all purchase requisitions, and create purchase orders from approved purchase requisitions. These users are typically purchasers or purchasing agents.

In this example, users who approve purchase requisitions are members of both the PREmployee and PRApprove groups.

Define user groups

Use this procedure to define user groups. The procedure uses the PREmployee user group as an example.

Click Administration> Setup> User groups.
Press CTRL+N to create a new group.
Enter the identifier and name of the user group in the Groupand User group namefields, such as PREmployeeand Purchase requisition - all employees.
Click the Userstab to add users to the user group. For more information, see User groups (form).
Click Permissionsto define user group permissions.
In the User group permissionsform, assign the relevant domains that the users must have access to. In this example, the PREmployee user group has access to all company accounts. For more information, see Manage domains.

Give users access to purchase requisition workflow actions

Use this procedure to allow users to create, modify, and delete purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.

Click Administration> Setup> User groups.
Select a user group, in this example PREmployee, and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Workflow.
Expand Accounts payable> Purchase requisitions. Select Purchase requisition approvaland select a permission level under Access. The Purchase requisition approvalworkflow configuration template is now available to the users in this group. For more information about permission levels, see User group permissions (form).
Expand Purchase requisition approval> Template menu itemsand Template web menu items. Select Canceland Submitin both nodes, and select a permission level under Access. Users in this group can now submit and cancel purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.
Expand Purchase requisitions> Tables. Select Purchase Requisitionand Purchase requisition lines, and select a permission level under Access.
Expand Basic> Tables. Select SysWorkflowInstanceTableand select permission level Full controlunder Access.Users in this group can now create, modify, and delete purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.

For more information about defining user group permissions, see User group permissions (form).

Note
Similar setup steps are required to use the Project purchase requisition approvalworkflow configuration template.

Give users access to purchase requisition forms

Use this procedure to give users access to the purchase requisition forms in the Microsoft Dynamics AX client.

Click Administration> Setup> User groups.
Select a user group and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Security.
Expand Accounts payable> Daily. Select Purchase Requisition, Purchase Requisition Details, and Purchase Requisitions, and select a permission level under Access. Users in this group can now access the Purchase requisitionsform and Purchase Requisitionslist page in the Microsoft Dynamics AX client.
Click Cascadeto use the same permission level for all the subnodes.
Expand Accounts payable> Inquiries. Select Purchase requisitionsand select a permission level under Access. Users in this group can now access the Purchase requisition journalform in the Microsoft Dynamics AX client.
Click Cascadeto use the same permission level for all the subnodes.

Give users access to purchase requisition pages in Enterprise Portal

Use this procedure to give users access to purchase requisition pages in Enterprise Portal.

Click Administration> Setup> User groups.
Select a user group and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Security (incl. Web).
Select Employee(the EPEmployeesecurity key) and select a permission level under Access.
Click Cascadeto use the same permission level for all the subnodes.
Expand Accounts payable> Tablesand select the following purchase requisition tables:
- Purchase Requisition
- Purchase requisition - ledger account categories
- Purchase requisition business justification
- Purchase requisition lines
- Purchase requisition parameters
- Purchase requisitioner filter
Select a permission level under Access. Users in this group can now access purchase requisitions pages in Enterprise Portal.

Give approvers access to purchase requisition workflow actions

Use this procedure to allow users to approve, cancel, delegate, reject, request changes to, and resubmit purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.

Click Administration> Setup> User groups.
Select a group, for example PRApprove, and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Workflow.
Expand Accounts payable> Purchase requisitions> Purchase requisition approval> Workflow elements. Select Approval, Check mandatory lines[ Required], and Purchase Requisition Approval[ Required].
Select a permission level under Accessand click Cascadeto use the same permission level for all the subnodes.
Expand Basic> Tables. Select SysWorkflowInstanceTableand select permission level Full controlunder Access. Users in this group can now approve, cancel, delegate, reject, request changes to, and resubmit purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.

Note
Similar setup steps are required to use the Project purchase requisition approvalworkflow configuration template.

Give approvers access to print purchase requisition statistics

Use this procedure to allow users who approve purchase requisitions to print purchase requisition statistics.

Click Administration> Setup> User groups.
Select a group, in this example PRApprove, and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Security.
Expand Accounts payable> Reportsand select Purchase requisition statistics.
Select a permission level under Accessto use the same permission level for all the subnodes. Users in this group can now print purchase requisition statistics.

For more information about printing purchase requisition statistics, see Purchase requisition statistics (report).

Give users who complete purchase requisitions access to purchase requisition workflow actions

Use this procedure to give users who complete purchase requisitions (typically purchasing agents) access to workflow actions.

Click Administration> Setup> User groups.
Select a group, in this example PRComplete, and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Workflow.
Expand Accounts payable> Purchase requisitions> Purchase requisition approval> Workflow elements> Check mandatory lines[ Required]. Select Workflow element menu itemsand Workflow element web menu items.
Select a permission level under Accessand click Cascadeto use the same permission level for all the subnodes.
Expand Basic> Tables. Select SysWorkflowInstanceTableand select permission level Full controlunder Access. Users in this group can now complete, delegate, reject, request changes to, and resubmit purchase requisitions in the Microsoft Dynamics AX client and in Enterprise Portal.

Note
Similar setup steps are required to use the Project purchase requisition approvalworkflow configuration template.

Give users access to specific purchase requisition functionality

Use this procedure to allow users to complete one or more of the following tasks:

Access all purchase requisitions, regardless of status, in the All purchase requisitionsform, and perform all available purchase requisition actions. For more information, see Follow up on purchase requisitions.
Delete a set of purchase requisitions at one time. For more information, see Delete purchase requisitions.
Manually release approved purchase requisitions to purchase orders. For more information, see Create purchase orders manually from purchase requisitions.

Purchasing agents typically carry out these tasks.

Click Administration> Setup> User groups.
Select a group, in this example PRComplete ,and click Permissionsto define user group permissions.
In the User group permissionsform, click the Permissionstab.
In the Viewinglist, double-click Security.
Expand Accounts payable> Periodicand select All purchase requisitions, Delete purchase requisitions, and Release Approved Purchase Requisitions Details.
Select a permission level under Access. Users in the group can now complete the specified tasks.