Approval User Setup

1)  Search "Approval User Setup"

2)  Fill up the following information.

  1. User ID - the user who will send approval request or an approver for Purchase Order
  2. E-Mail - enter the email address.  The email notification for the approval to be send to the user according to the email address
  3. Approval Administrator - select approval administrator.  only 1 approval administrator can be selected.   Only approval Administrator can view and manage all the approval entries. 

Please refer following link for detail https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-approval-users#to-set-up-an-approval-user

Workflow User Group

Setup the workflow user group if the approval request to be approved by 2 or more approver

1)  Search "Workflow User Group"

2)  Click action button "New" to create new workflow user group List of Workflow User Group

3) Enter the workflow user group details

    1 - Code - enter a unique identifier for the workflow (up to 20 characters).
    2 - Description - provide a brief description of the workflow.
    3 - Add members to the Workflow User Group

         User Name: Specify the user who will participate in the workflow. The user must already exist in the Approval User Setup.
         Sequence No.: Define the order in which the user will engage in the workflow relative to other users. You can set up a sequential order or a flat list where multiple users have the same sequence number, meaning only one needs to approve a request before moving to the next step.    
         Repeat the process to add more users as needed.

Workflow Setup

1) Search "Workflows"

2) Choose New Workflow from Template action button

3) Choose the BC Standard workflow from template

    For example

  • select "Purchase Order Approval Workflow" for approve Purchase Order


4) Setup the workflow

Following information to be copy from the workflow template.

  1. Workflow Code - You can change if you want to identify the code for the template.
  2. Description - user can change the description if needs.
  3. On Condition - Set the Conditions for the event. For example, you might want the workflow to trigger only if a certain field value meets specific criteria or different approval user group for certain criteria.
  4. Set Up Workflow Users and Notifications - click the line "Add Record restriction"


Enable Workflow

  • Only the document it created after the workflow enabled are needed to go through the approval process.
  • Disable the workflow before you need to make any change on the workflow.


4) Set up the Approver

1) Select responses "Create and approval request for the record......"

2) Enter the options for the selected responses

              Show Confirmation Message - Specify whether to show a confirmation message after a user requests an approval. (Optional)

              Due Date Formula - Specify the number of days the approver has to resolve the request. The period starts when the request is sent. (Optional)

              Delegate After - Specify if and when an approval request is automatically delegated to the substitute. You can select to automatically delegate one, two, or five days after the date when the approval was requested. (Optional)

              Approver Type - Specify who the approver is, according to the setup of approval users and workflow users. (Required)

                                           Workflow User Group - the approval request to be approve by a group of users.  Select the Workflow User Group Code if the approver type is Workflow User Group

                                           Approver - the approval request to be approve by specific user, select the user from Approval User Setup list if the approver type is Approver

                              


                                Approver Limit Type

                                If the Approver Type is Approver, options for Approver Limit Type for specify the effect of limits for approvers.

                                An approver's approval limit must be above the value on the request. The following options exist:
                                Approver Chain - specifies that approval request entries are created for all the requester's approvers up to and including the first qualified approver
                                Direct Approver - specifies that an approval request entry is only created for the requester's immediate approver, regardless of the approver's approval limit.
                                First Qualified Approver - specifies that an approval request entry is only created for the requester's first approver.
                                Specific Approver - specifies that you notify the user chosen in the Approver ID field.


5) Enable the workflow when the setup is completed.