Workspaces in Dynamics AX (v7) – Let’s Make them Awesome

Dynamics AX has been down the dashboard road before. Role centers were introduced in AX 2009 and carried forward into AX 2012, but never really found traction. The new Dynamics AX (v7) fundamentally shifts what the dashboard concept means; take a fresh look at Workspace design.

What is a Workspace

Microsoft defines a Workspace as

A way to provide an initial overview and to increase productivity in the activity by allowing simple tasks to be completed directly in the workspace.

This is a major change from prior versions of AX; a Workspace is now a task center not a role center. Anticipate users having access to multiple workspaces, and using the one that best fits the activity at hand.

I was an accountant in a previous life, so I’ll use that role as an example. Consider the activities an accountant does:

Does the accountant really want to create journal entries at the same time their attention is focused on month end tasks that are past due? (Hint: No.) Consider first the activities of a role, then group related tasks into a Workspace.

What’s in a Workspace

Once the scope of a Workspace is defined, tasks should be broken down into standard sections.

Workspace Screenshot

  1. Buttons to add new information.
  2. Tiles to surface critical tasks and to-dos.
  3. List pages with commonly accessed records and buttons.
  4. Charts and PowerBI reports to review historical trends.
  5. Links to favorite forms.

The immediateness of information should be presented from left to right and top to bottom. Buttons and tiles are for tasks to address each time the Workspace is opened. List pages quickly drill into a multitude of forms. Charts and BI are periodically reviewed to investigate trends. Links are default favorites for commonly used forms.

If You Build Tiles, They Will Come

To get users excited about workspaces, compelling tiles are the selling point. Tiles must surface information users wouldn’t already know but want to know. Here are some tips for creating good tiles.

Be specific

Users want to know what they need to do, not all the work that needs to be done. Menu items with “My” in the title can easily be the starting point for great tiles.

Take action

Getting people to come back to a workspace is achieved by letting them know where additional action needs to be taken. The simplest example is displaying the number of pending approvals in workflow. Other things may be date driven, such as Purchase order lines that where the delivery is past due. Perhaps there are things a user needs to keep an eye on, like unposted journals or source documents.

Knowing what open issues to address will increase the frequency a user will visit the Workspace.


Put the tiles in order of most urgent to least urgent. Since languages are commonly written left to right, the natural tendency is for the eye to start at the top left corner and work into the page from there.

Considerations for Other Sections

List pages

List pages allow contextual buttons that get the user into a specific form quickly. So the most important part of these pages is determining what are the most common buttons on each form the user wants to access.

Pretty stuff

Charts, APIs, and other visualizations are easy to demo but difficult to implement. Visualization design should begin with interviewing users and understanding their current decision making process. The parameters around that decision can then be surfaced so they can more quickly recognize and investigate issues.


Put in the links section menu items a typical user would tag as a Favorite.


The term gamification means awarding electronic certificates after a participant has earned a certain number of points. Remember in elementary school when the teacher would put a gold star sticker on your homework when you did a good job – that is an example of gamification.

This concept could work well for Employee centered Workspaces. Here are some examples of badges that could be given out:

  • A Sales order processor entered 10,000 order lines.
  • A Timesheet worker submitted 52 timesheets in a row on time.
  • An accountant literally wears a green visor.


Now let’s go make some awesome experiences.

A Brief History of Dynamics AX (v7) on the Azure Marketplace

New Dynamics AX technology is creating challenges and opportunities for ISVs and partners. Solution providers are now asked to bake their experience and expertise into the product by adding process guides, methodology, sample data, and help in addition to AX customizations. The goal of this thorough product offering is to reduce the time to deploy Dynamics AX.

Productizing Industry Features on Dynamics AX

Many times companies have to make tradeoffs between having a system with a breadth of features and having a system that is well suited to their industry. Developing an ERP with a huge feature set requires an investment that only a few large players can make. However, understanding the nuances of each industry requires real-world implementation experience and feedback from end users.

The new Dynamics AX has technical capabilities that can bridge these two models. Customers can have the breadth of features they want in a single system, while also adding solutions that provide the must-have features to successfully run their business. Microsoft has provided new capabilities via Lifecycle Services (LCS) that allow implementers to fulfill this vision through a variety of tools discussed below.

The Azure Marketplace serves two purposes. It is a lead generator where prospects can see what solutions are available on Dynamics AX and contact the vendor. Perhaps more importantly, the marketplace is proof that solution creators bring a comprehensive package to the table.


LCS is the delivery mechanism for the Dynamics AX Azure Marketplace products; it contains all the assets needed to deploy the solution. Assets currently include:

  • Methodology – The steps a customer will go through to get the solution live.
  • Business Process Library – Prerecorded task guides that allow new users to quickly learn the functionality and best practices.
  • Models and Software package – Customizations that create a more robust experience in Dynamics AX.
  • Data Packages – Base configurations and data migrations to get users hands on with their data.
  • Demo Data – Demo environment to research the capabilities of the solution.
  • Environments – Deploy complex Dynamics AX environments in one day.

In the past delivering a product was focused primarily on customizing Dynamics AX. Now the capability exists to deliver more than just customizations; LCS can jump-start the implementation process as well.

Dynamics AX (v7)

New technical capabilities come with the new Dynamics AX, and it is important to leverage these capabilities when building a solution.


There is now a significant amount of development that can be done “off to the side” in Dynamics AX through extension technology. This approach to development becomes critically important when considering code upgrades or hotfixes. When done right, updating AX and updating the industry solution have less dependencies on each other; reducing on-going maintenance costs of Dynamics AX.

Data Management

Whether working on data migrations, integrations, or configurations, the new data management framework centralizes these tasks under an umbrella call Data Entities. Having the right entities built into the solution accelerates getting information into Dynamics AX.


Workspaces surface information about key tasks so users can jump into their activities in Dynamics AX. Workspaces are front and center in Dynamics AX, and it is important to combine industry knowledge into dashboards that surface the pertinent details.

Business Intelligence

Business intelligence is a first class citizen in Dynamics AX. Data can be aggregated and consumed nearly real-time, giving users more confidence in the results. Aggregated data can also be consumed directly within Dynamics AX or via PowerBI reporting dashboards.

Behind the Scenes

The approval bar is intentionally set high for the Azure Marketplace, and therefore there are some behind the scenes requirements that need to happen.


Testing is obvious when creating customizations, but it gets more complex when creating a solution. In addition to unit testing the development, there’s also a need for automated testing and performance testing of high volume and high use features.

There are also a lot more deployment tests than before. Deploying environments with default data, demo data, and compiled code are all areas that need to be validated.


There are specific assets required to publish to the Azure Marketplace, including metadata, marketing text, and logos.


Not only do all these assets need to be delivered, they need to be completed simultaneously for them to be approved and published on the Azure Marketplace. This adds an extra level of coordination in the Product management lifecycle.


Solutions now need to be approved by Microsoft. The approval has a number of components including best practices checks (CAR report), a video walkthrough, and publishing all the updated assets.

More information

Looking for more information? I am presenting more on these topics on a webinar on March 30, 2016.

Killing Me Softly With Task Guides

Over the past few years, I’ve been trying to help users with simple guides for doing the most common tasks in AX 2012. With the release of the new Dynamics AX (aka AX 7), a brand new task recorder feature set has been released. Task recorders now manifest as in-product help called Task guides.

Task guides are an amazing piece of technology and engineering. The whole experience is awesome for helping to train users and help them remember how to execute functions in Dynamics AX. For me it means the style of books I used to write is no longer needed; it’s time to find a new angle.

Creating a new task recording

Click on Settings (gear icon) > Task recorder.2016-02-28_18-05-57

Create a new recording.

Give the recording a name and description. Click OK.

Step through the process in AX. Each step will show up in the Task recorder window.

Each step will have default text, but the text can be modified by clicking on the edit icon.

When finished with the recording, click on the Stop button.

Save the Task recording. The best option is to save to LCS (I’ll be blogging more about LCS in the future), but for purposes of this example Save to this PC.

Playing the Task guide

Click on Settings (gear icon) > Task recorder.

Play recording as guide to step through each step in Dynamics AX.

Open the Task guide from this PCBrowse for the task recording file. Click on Open task guide then Start task guide.

Now the cool part! AX will point exactly where to click for each step, and display any additional instructions supplied while recording the guide.

AXUG Summit 2015

Once again I will be avoiding real work and attending the AXUG Summit in Reno, NV. At the Summit I’m slated to lead or participate in three presentations:

  • Project Module for Beginners | Wednesday, October 14th | 1:00 PM
  • Project Module for Professional Services | Thursday, October 15th | 11:00 AM
  • Challenge the AX Experts Panel | Friday, October 16th | 1:00 PM

Look me up if you’re there! @AXManuals

Taking a Professional Selfie

I am hoping to have a lot more AX content the 2nd half of this year. But until then…

I needed a professional looking profile picture for a while, but I have not had time to hire a photographer. So today I decided to try it myself.

The Setup
Below are tips for setting up a plain background.

I was able to do something similar by hanging two white pillow cases in my office window on a sunny day. The background ends up blurred so the setup doesn’t need to be perfect.

Homemade studio.

Taking the Photo
Use a camera with manual settings to control the shutter and aperture against the bright conditions. Keep the aperture fairly open so the background is blurred and you get a small depth of field. If your camera has a zoom lens, zoom between 50mm and 85mm. Take a number of test shots and look at the pictures on a bigger screen before taking the final photo. It is possible to do this on a phone camera.

Testing 1-2-3
Testing 1-2-3
iPhone 6 selfie camera.
iPhone 6 selfie camera.

Proper position of your chin and forehead helps accentuate your jawline and remove wrinkles from your chin and neck. This video by photographer Peter Hurley is a little long but taught me everything I know about sticking out my face. Basically you extend your chin and forehead slightly towards the camera.

What not to do.
What not to do.

Preparing Yourself
Shave, haircut, and a nice shirt. Try playing the Happy Song to get you in the picture taking mood ( or in my case I had my wife make me laugh.

My best smile listening to the Happy Song.
My best smile listening to the Happy Song. And I needed a little more camera adjustments.

Final Edits
Photoshop is too much for me, I tend to look for single-purpose apps when I need to edit photos. In this case I found one on iOS called FaceTune that worked great.

The final unedited picture.
The final unedited picture.

For the final picture, I removed blemishes, whitened teeth and eyes, and softened harsh wrinkles.

The Final Product
Not bad. If I set it all up again, I’d try to have a better light source on my face to balance out the picture. But the approach is fairly simple and can produce a good result.

A version of me.
A version of me.

A Plethora of New Free Content is Available

Every video and PDF excerpt of the books AX 2012 Core Financials and AX 2012 Trade are now available on this site. Free! Use the menus above to navigate to the various chapters and sections of the books.

Core Financials Links
General Ledger
Cash and Bank Management
Accounts Receivable
Accounts Payable

Trade Links
Sales Orders
Purchase Orders
Inventory Management

For the full experience viewing these eBooks, check out the iPad versions.

Six Months of AX Content in One Post

Too many client go-lives and good summer weather have destroyed my blogging rhythm. So in a fit of craziness I decided to post every video from the incredible iPad manual “AX 2012 Core Financials”.

General Ledger Videos

Bank Management Videos

Accounts Receivable Videos

Accounts Payable Videos

Let me know in the comments how much time this buys me until I need to post again…


Project Setup – Validations

The final post in the Project setup series is on Validations. Validations limit the Workers or Categories that can be entered against a Project.

The videos in the Project setup are only part of the AX 2012 Projects textbook. Experience the whole manual including tips, step-by-step instructions, interactive screenshots, and videos; also, jokes, which an enthusiastic reader described to me as “sometimes funny.”