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Purchase Order Approval workflow - multi-conditional and multi-user at multilevel.

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Posted on by CU25040519-0

Hi Community Members,

I want to create Purchase Order Approval Workflow based on below mentioned details.

Dimension (Global Dim 1)	Requestor	Approval Bands	Approvers
Dimension (Global Dim 1)	Requestor	Approval Bands	Level I	Level II	Level III
CONSTRUCTION	Any user	Up to $7,500 - Level I $7,501 to $15,000 - Level I and Level II > $15,000 - Level I and Level II and Level III	User1 or User 2	User 3 or User 4	User5
ENGINEERING	Any user	Up to $7,500 - Level I $7,501 to $15,000 - Level I and Level II > $15,000 - Level I and Level II and Level III	User1 or User 2	User 3 or User 4	User5
OPERATIONS	Any user	Up to $15,000 - Level II > $15,000 - Level II and Level III	Level1 approval not required	User 3 or User 4	User5

Requested to community members can you please suggest based on above mentioned information it is possible to create Purchase Order approval workflow in standard business central or Customization is required.

Dimension, Approval Band Amount and approver Level wise condition must meet.

If it is possible in the standard Business Central, then please share the details of Condition and Response via screenshot for each category wise.

Thanks

Shilpa Saha

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Dynamics 365 Business Central

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AndrewThomas81 2,583 Super User 2026 Season 2 on at

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Totally possible. You will need different workflows for each combination of dimension/level needed, with the

So condition filters for:
Dimension Construction, value <7,500
Dimension Construction, value <15,000&>7,500
Dimension Construction, value >15,000
etc….

For each workflow then create a workflow user group with the required users

Kind Regards

Andrew Thomas FCCA MCP
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CU25040519-0 10 on at

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Hi,
What about the approver Level wise condition, which is mentioned above. please share the details of condition and response on that. Please share the screen shot of conditions and response of Purchase order approval workflow. When all level approval complete than Purchase Order status must be change from “pending approval to release”. Kindly give solution on this.

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AndrewThomas81 2,583 Super User 2026 Season 2 on at

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Create workflow user groups with:

User 1 and 2 both with sequence number 1
User 3 and 4 both with sequence number 1
User 5

The standard workflow template will change the purchase order status from pending approval to rekease when approvals is equal to 0.

Always create workflows from the templates.

Kind Regards

Andrew Thomas FCCA MCP
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CU25040519-0 10 on at

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Hi,
Please share the workflow condition and response based on the below details.
Example – CONSTRUCTION
Workflow 1: PO up to $7,500
Condition: Department = CONSTRUCTION AND PO Amount <= $7,500
User1 or User 2 – Sequence 1

Workflow 2: PO $7,501 to $15,000
Condition: Department = CONSTRUCTION AND PO Amount > $7,500 AND <= $15,000
Approval:
User1 or User 2 – Sequence 1
User 3 or User 4 – Sequence 2

Workflow 3: PO above $15,000
Condition: Department = CONSTRUCTION AND PO Amount > $15,000
Approval:
User1 or User2 – Sequence 1
User 3 or User 4 – Sequence 2
User5 – Sequence 3

Earlier response is not helpful to me. I have already created user group based on workflow requirement. I am asking for workflow condition and response details which I have to put in workflow condition and that condition response.

For your reference find the screen shot of conditions which I have set in Purchase Order Approval workflow, and my document is stuck in pending approval status.
Workflow 2: PO $7,501 to $15,000
Condition: Department = CONSTRUCTION AND PO Amount > $7,500 AND <= $15,000
Approval:
User1 or User 2 – Sequence 1
User 3 or User 4 – Sequence 2

Please find the approval entries details
Please give response after test the Scenario in BC and share the proper details of solution. How my document status will change from Pending approval to Release status.

Thanks

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AndrewThomas81 2,583 Super User 2026 Season 2 on at

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You are missing condition “Status:Open” from the first line
You do not need to add sequnce filters
Document status is changed to released on the second line response, as per template

I cannot demonstrate the process end to end without multiple user accounts which I don't have in my test environment.

Please not that if you have orders mid process and you update the workflow this will not change the workflow steps already created, so you would need to re-open and send for approval again.

Kind Regards

Andrew Thomas FCCA MCP
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Teagen Boll 3,775 Super User 2026 Season 2 on at

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Looking at your screenshot i'm not sure why you are using sequences. You can use the out of the box Purchase Order workflow templates and that should simplify it. Here is how I would set it up:
Condition for the first event = Dollar amount and dimension. You don't need to change the pending approval conditions. You would set the workflow user group as the approver for this workflow. Then repeat for each workflow you need. You would need 8 approvals it seems.

Then just use the workflow user group setup for the sequence of Level 1 to Level 2. Business Central out of the box doesn't really support approvals for USER 1 or USER 2 at a step in the approval. Any user that gets sent an approval needs to engage in the approval process. You would have to use power automate for workflows if you wanted to make it conditional.

Best,
Teagen Boll, CPA
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YUN ZHU 102,974 Super User 2026 Season 2 on at

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This is achievable. There are two key points to consider: First, multiple workflows can be created for the exact same document in Business Central, provided their entry conditions differ.
You can then assign a different Workflow User Group to each workflow.
More details: https://learn.microsoft.com/en-us/dynamics365/business-central/across-how-to-set-up-workflow-users?wt.mc_id=DX-MVP-5004336#set-up-a-workflow-user-group
Second, regarding your OPERATIONS: even though you specified that Level 1 is not required, Level 2 effectively functions as Level 1 in this context, and Level 3 becomes Level 2.

Hope this helps.
Thanks.
ZHU

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Grigorios Mavrogeorgis 3,276 Super User 2026 Season 2 on at

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Hi Shilpa, most of it works standard, but you will end up with a lot of workflows. Shortcut Dimension 1 Code sits on the Purchase Header, so you can put it in the condition of the approval request event together with the amount range for the band. That means one workflow per dimension per band, around eight in your case.
For the levels I'd use Workflow User Groups rather than the approver chain, since your approvers are fixed people and not the requestor's manager. Group members have a Sequence No., so Level I, II and III go in order. Operations just starts from the Level II group.
Glad to help - follow up if anything is unclear.
► If this solved it, marking it verified helps others too.
Regards,
Grigorios Mavrogeorgis
Business Central Consultant & AL Developer
Work: Gmsoft Limited
Blog: insidebusinesscentral
LinkedIn: linkedin.com/in/gregorymavrogeorgis

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