Budget Workflow Configuration at Legal Entity Level

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Posted on by Shivam.bst

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Hi Team,

I need your assistance in creating a budget workflow that applies at the legal entity level, rather than organization-wide.

While configuring the workflow, I couldn’t find any options specifically related to legal entities. Could you please guide me on how to set this up?

Thanks in advance for your support.

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Dynamics 365 Finance

Microsoft Dynamics AX

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CA Neeraj Kumar 4,994 on at

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Hi Shivam,

The Budget Register Entry table is shared across legal entities and therefore does not include the DataAreaId field. If you need an identifier to trigger different workflows per legal entity, consider creating a Budget Model with a prefix representing the legal entity. Since budget models are company-specific, this approach can effectively serve as an identifier.

Example:

INMF_2025 for INMF legal entity

USMF_2025 for USMF legal entity

This naming convention will help differentiate workflow conditions by legal entity.

Regards,

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Shivam,

The Budget register entries.Reference is having the reference to a Ledger record. This is indicating the the link with the legal entity.

Technically, this is the field BudgetTransactionHeader.PrimaryLedger.

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Shivam.bst 233 on at

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Thank you @CA Neeraj Kumar, @André Arnaud de Calavon for your valuable input — Legal entity option is available using condition as Budget Register Entries.Reference.

Is there an alternative approach to create separate workflow IDs specific to each legal entity?

For instance, while the Expense Management workflow is organization-wide by default, it can be configured per legal entity by adding a legal entity condition in the Activation tab. Similarly, is it possible to set up Budget workflows that are specific to individual legal entities?

This capability would be especially useful for large organizations with 50–60 legal entities, each having different approvers or approver groups.

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Shivam,

Unfortunately, the activation conditions are not supported for the budget review workflow. This is intentionally disabled in coding, but I don't know the exact reason.

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Adis 6,048 Super User 2025 Season 2 on at

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Hey @Shivam.bst,

Just to give you an idea about a possible approach, if you dont mind.

Given, that the workflow is always the same for all legal entities, but the approvers are differently. What you could do is to put all approvers in one group, so everyone can approve everything in all legal entities. However, the emails you send out for approval is not being done by the workflow engine itself, but by Power Automate. That means, in a Power automate flow, you would define the trigger conditions (cases) to whom to send an email that something needs to be approved. I havent checked it further, but maybe it would be also possible to delete work items for specific users, i.e. leaving only these work items that are assigned to the users for the relevant legal entity.

I know this approach is a workaround and probably not the ideal situation, however, I am always a big fan of staying in the vanilla version, and trying to extend some business logic but not change standard logic. As soon as Microsoft changes something, you might be faced with issues and fixing.

If you need some hands on example, I ve recently wrote a blog about it.

Combining D365FO Workflows + Power Automate Dataverse connector

Kind regards, Adis

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