Dynaway Safe Work for Business Central

Setup

Setup required for working with Permits to Work

Introduction

This section describes the setup tasks to be completed before you can work with Permits in your maintenance department. Permits are added to work orders to ensure that maintenance work can be carried out in a safe way.

When you purchase the Dynaway Safe Work app, the Permit to Work module is included in the Dynaway Safe Work license. The Safe Work app fully integrates with EAM-BC.

Prerequisites

You have installed and set up Enterprise Asset Management (EAM-BC) for Business Central.

You have downloaded the Dynaway Safe Work app from Microsoft AppSource.

Audience
Sysadmin, Partner Consultant

Set Up Number Series

Permit to Work requires setup of three number series.

  • In the Dynaway Forms module, you create Form Templates used on Permits. This requires number series setup in the Forms module. This module can be used to create forms for different purposes, such as Permits and Work Order Checklists. If you already use the Work Order Checklist module in EAM-BC, you have already set up number series for Forms. If you have not yet set up number series for Forms, refer to the Set Up Number Series article in the Work Order Checklists module.

In addition to the number series set up in Forms, you must also set up two number series for automatic numbering of Permits.

  1. On the Safe Work role center, select Safe Work Setup > Safe Work Setup, or search for "safe work" and select Safe Work Setup.
  2. In the Permit to Work Template Nos. field, select a number series for Permit Templates.
  3. In the Permit to Work Nos. field, select a number series for Permits.

Create Permit Categories

You set up categories to be used on Form Templates for Permits. Categories are created in the Dynaway Forms module because Permits are created as Form Templates in the Forms module.

Examples of Permit Categories:

  • Permit - electrical
  • Permit - pneumatic
  • Permit - flammable

Refer to the test case below for a step-by-step procedure on how to create a Permit Category.

Creating a Permit Category

Steps 5

  1. On your role center, search for and select Form Template Categories.

  2. In the Form Template Categories list, select New in the ribbon.

  3. Enter a Code for the category.

  4. Enter a Description for the category.

  5. In the Type field, select "Permit to Work".

Expected

The user can create a Category that can be used for Permits.

Set Up Workflow for Permits

Workflow setup is used to send a Permit for approval, get the Permit approved by one or more approvers, and update status to "Approved" (or "Rejected" if that is the case) on the Permit when the approval process is completed.

Workflow is part of standard D365BC functionality, and we added a "Permit to Work" workflow to be used for working with the approval workflow for Permits. This workflow ensures that all approvals must be added to a Permit before the related Work Order can be released, meaning work can start on the Work Order.

To learn more about the general use of workflows in standard D365BC, refer to Microsoft documentation:

Refer to the two test cases below for step-by-step procedures on how to

  1. create a workflow template
  2. set up a workflow for permit approval

The screenshot below shows the standard setup of the "Permit to Work" approval workflow after you have set it up, as described in the test cases. The workflow is ready to use, but you can edit it, if required. You can search for and select Workflows, which opens a list. You can select and open "Permit to Work" from that list.

"Permit to Work" workflow

Creating a Workflow Template

Steps 4

  1. On your role center, search for and select Safe Work Setup.

  2. Select Create Workflow Templates in the ribbon.

  3. Select Yes.

  4. Select OK.

Expected

The user created the Permit to Work Workflow Template - to be used in the next test case.

Setting up a Workflow for Permit Approval

Data Requirements

  1. A Workflow Template from Safe Work Setup is created.
  2. Workflow for Permit is not used.

Steps 4

  1. On your role center, search for and select Workflows.

  2. In the Workflows list, select New > New Workflow from Template.

  3. In the Maintenance group, select Permit to Work.

  4. On the workflow card, select activate the Enabled toggle button (shown in green color when activated).

Expected

The user can create a workflow to be used for Permit Approval.

Approval Overview

When a Technician submits a Permit to Work for approval (before starting work on the Work Order), the Permit goes through an approval process. The Technician cannot start work on the Work Order (update the Work Order Status to "In Progress") before the related Permit has been approved.

The approval process for a Permit may include one or more reviewers, but it must include at least one approver.

There are three ways you can work with Permit approval:

  1. The Default Permit Approval Setup. If no approvers are selected on a Permit, the Permit automatically uses the Default Permit Approval Setup. This approach is useful if your company wants to use one - consistent - approval process. This is done to ensure that you always have the same employees perform tasks related to review and approval of Permits.
    1. If you do not use the Default Approval setup, and you have not selected at least one approver on a Permit or Permit Template, you cannot release the Permit or Permit Template.
  2. When you create a Permit Template, you can add approvers, and also reviewers if required, to the template. A Permit Template is added to a Work Order Plan. When the Work Order Plan is calculated, a Work Order and a related Permit is automatically created. Approvers and reviewers are automatically transferred to the Permit from the Permit Template.
  3. You can manually create a Permit (from a Template or create the Permit from scratch) and add approvers, and also reviewers if required, to the Permit.

Default Permit Approval Setup

As described above, you can set up a list of default approvers for Permits. This means that if you have not added reviewers or approvers on a Permit Template, the default approval setup will automatically be applied to the Permit created from that Template.

Note: Default Permit Approval Setup only applies to Permits created from Permit Templates.

Refer to the test case below for a step-by-step procedure on how to set up default approvers for Permits.

Setting Up Default Approvers for Permits

Data Requirements

  1. At least one user is set up as Safe Work User.

Steps 5

  1. On your role center, search for and select Safe Work Setup.

  2. Select Default Permit Approval Setup in the ribbon.

  3. Select the user in the User Name field in the empty row.

  4. Select the role (reviewer or approver) for the selected user in the Approval Role field.

    Note: At least one Approver must be set up.

  5. Repeat steps 3-4 for each new approver or reviewer you want to add.

Expected

The user can set up Default Permit Approval.

This setup is automatically added to a Permit created from a Permit Template if approvers are not set up on the Template.

Copyright Dynaway A/S

Privacy Policy