Why a Request for Document Approval Gets Auto-Released in Business Central

Why a Request for Document Approval Gets Auto-Released in Business Central

In Microsoft Dynamics 365 Business Central, the approval workflow is a crucial feature that allows businesses to manage and control document approvals, such as purchase orders, sales orders, and invoices. However, there are times when a request for approval might get auto-released unexpectedly, bypassing the intended approval process.

In this blog, we'll explore some common reasons why a document approval request might be auto-released in Business Central and how to troubleshoot these scenarios.

Possible Reasons for Auto-Released Approval Requests

1. The Requester is the Approver
2. The Amount Doesn't Trigger the Workflow
3. The Workflow is Not Set Up Properly

Let's dive deeper into each of these potential causes:

1. The Requester is the Approver

One of the most common reasons why a document gets auto-released is that the person who submits the request for approval is also the designated approver. In Business Central, if the same user is set up as both the requester and the approver in the approval workflow, the system automatically assumes that the approval is granted.

2. The Amount Doesn't Trigger the Workflow

Another reason why an approval request might get auto-released is that the document amount does not meet the conditions set in the approval workflow. For example, if the workflow is configured with a minimum amount threshold and the document amount is below this threshold, the workflow might not trigger, leading to an auto-release of the document.

3. The Workflow is Not Set Up Properly

Sometimes, an approval request gets auto-released because the workflow itself is not set up correctly. This could be due to missing or incorrectly defined triggers, conditions, or steps in the workflow configuration. If the workflow logic is not properly defined, the system may bypass the approval steps altogether.

Understanding why a document approval request might get auto-released in Business Central is crucial for maintaining control over your business processes. Common causes include the requester also being the approver, amount conditions not triggering the workflow, or incorrect workflow setup.

By carefully reviewing and adjusting your workflow configurations, you can ensure that all documents follow the intended approval path, maintaining the integrity of your business operations and compliance policies.