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Multiple Level Approval Workflow

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Posted on by yossy55

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Hi,

I am trying to create 3-level approval workflow in BC demo campany.

Solved: Workflow user group - Approval Sequence

Currently, the status of 3rd level users (Sequence No. 3) won't change from "Created" to "Open".

I created Workflow User Group and set Sequence No.
My approval workflow is below.

When one of the 1st level approvers approved a Purchase Order, the status for the 2nd approvers changes to "Open".
However, even though the 2nd level approver approved Purchase Order, the status of the 3rd approver doesn't change from "Created" to "Open".

Would you please give some advice?

Thank you.

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Dynamics 365 Business Central

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Chavda Dharmendra 411 on at

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Multiple Level Approval Workflow

Helo,

I created this type of workflow for Sales Oder and it's working for me.

Workflow user Group:

Sales order Approval Workflow.

Remove Record Restriction.

I added "Approve the approval request for the record." this to approve remaining Approval from sequence 1 &2.

If it works for you then mark as verify answer.

Thanks

DC

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yossy55 194 on at

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Multiple Level Approval Workflow

Thanks Jeffrey and Summit!

It's OR approval. At least one approver from each level needs to approve the request.

The 2nd level approver cannot send an approval request to the 3rd level approvers.

Step 1: When a Purchase Order is created, send approval request to users with Sequence No. 1. -> OK
Step 2: When Sequence No. 1 approves, send approval request to users with Sequence No. 2. -> OK The 2nd level approver status=Created->Open
Step 3: When Sequence No. 2 approves, send approval request to users with Sequence No. 3. -> NG: The 3rd level approver status=Created

I think I miss On Condition settings, but I am not sure.

1. On Condition: Sequence No. = 1, Pending Approvals >0

2. On Condition: Sequence No. = 2, Number of Approved Requests >0

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yossy55 194 on at

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Multiple Level Approval Workflow

Hi Khuhshbu,

Thanks for the link.

The 2-level approval workflow works fine, but the 3-level or higher approval workflow doesn't work. The 2nd level approver cannot send an approval request to the 3rd level approver.

Regards

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Sumit Singh 3,348 on at

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Multiple Level Approval Workflow

Hi Yossy,

You can try this just to check:-

Have both Sequence No. 2 users approve. Then Sequence No. 3 will change from Created to Open.

If you want only one person at “level 2” to be enough:

Keep a single user at Sequence No. 2, or

Give the two users different sequence numbers (e.g., 2 and 3) to make it strictly serial, or

Don’t use a Workflow User Group for that step; use the approver chain model if you want “first qualified approver” behavior.

Mark the Boolean true “Does this answer your Question” if this was Helpful.

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Jeffrey Bulanadi 6,939 on at

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Multiple Level Approval Workflow

Hi,

Multi-level approval workflows can be deceptively tricky, especially when relying on Workflow User Groups to manage escalation. The issue you’re facing, where Sequence No. 3 remains stuck at “Created”, usually stems from missing or misconfigured workflow steps that prevent the next level from activating.

Here’s how to resolve it:

BC doesn’t automatically cascade approvals through Workflow User Group sequences unless each level is explicitly triggered by a workflow response.

You’ll need to define separate workflow steps for each approval level, with conditions that reference the previous sequence’s approval status.

To model a clean 3-level approval flow:

Step 1: When a Purchase Order is created, send approval request to users with Sequence No. 1.

Step 2: When Sequence No. 1 approves, send approval request to users with Sequence No. 2.

Step 3: When Sequence No. 2 approves, send approval request to users with Sequence No. 3.

Each step must be defined in the workflow configuration with its own condition and response. Without this, the system won’t know to transition the next group’s status from “Created” to “Open.”

Also make sure:

The workflow is enabled and published after changes.

All users in the Workflow User Group have the correct sequence numbers.

You’re monitoring the “Approval Entries” page to confirm status transitions.

Helpful Reference
Approve or reject documents in workflows - Business Central | Microsoft Learn
How To Setup Approval Workflows In Business Central - Business Central Geek

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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Khushbu Rajvi. 19,002 Super User 2025 Season 2 on at

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Multiple Level Approval Workflow

Please check this too: https://community.dynamics.com/blogs/post/?postid=289fbe52-a2dc-ef11-a730-000d3a102656

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Khushbu Rajvi. 19,002 Super User 2025 Season 2 on at

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Multiple Level Approval Workflow

https://www.youtube.com/watch?v=XWXbfOvAKZ0

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yossy55 194 on at

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Multiple Level Approval Workflow

Thanks for your advice, YUN and Sohail,

I created and tried the approval workflow.
I added "Send approval request for the record and create notification" in line 3 and 4, which are Sequence No. 2 and No.1.
Sequence No.1 could send approval request to Sequence No.2 when a user in Sequence No.1 approved the request.
Then, a user in Sequence No.2 approved the request.
However, Sequence No.2 could not send approval request to Sequence No.3.

I think I missed something, but I am not sure what it is.

Are there any way to send approval request from Sequence No.2 to Sequence No.3?

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Sohail Ahmed 10,983 Super User 2025 Season 2 on at

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Multiple Level Approval Workflow

In a multi-level approval workflow you must make sure that the Workflow User Group and the Approval Sequence No. match the steps in your workflow.

In your case the 3rd approver stays at Created because there is no workflow step that tells BC to send the request after level 2. Add separate workflow steps for each sequence:

Sequence No. 1 → send approval request.

Sequence No. 2 → send approval request when No. 1 is approved.

Sequence No. 3 → send approval request when No. 2 is approved.

Each step must explicitly reference the Sequence No. in the On Condition column, otherwise BC won’t move the request forward.

✅ Mark this answer as verified if it helps you.

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