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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Power automates flow u...
Small and medium business | Business Central, N...
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Power automates flow using workflow user group

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Posted on by Mahek Mehta 288

    1.  

    • * How to Combine Workflow User Groups with Amount-Based Approval Chain in Business Central? How can i create a power automate flow for this.

    1. I’m working on setting up a purchase invoice approval workflow in Business Central and need some guidance on combining Workflow User Groups with amount-based conditional approval chains. 

    2. Business Case:

      1. For invoices up to $10,000, the workflow should route to a Procurement Approval Group (a Workflow User Group).
    3. 2. For invoices above $10,000, it should: First go to the Procurement Approval Group. After their approval, it should escalate to the CFO Approval Group (another Workflow User Group) for final approval.
    4.  
    5. I’d like to achieve this using Power Automate and I’m especially interested in: After adding those groups in Workflow User Groups. For evaluate the invoice amount and apply the routing conditions dynamically, I had used an action of When purchase invoice is created modify delete then get that record then added a condition of Amount. But I am facing issue with further steps.

      Whether Workflow User Groups can be looped or triggered conditionally based on sequence or amount. Has anyone implemented a similar setup? Any examples or guidance would be appreciated!
Categories:
Dynamics 365 Business Central
Dynamics 365 Business Central migration
I have the same question (0)
  • Dr Gomathi MVP, MCT Community lead, MLE Profile Picture
    Dr Gomathi MVP, MCT... 395 Moderator on at
    Yes, you can combine Workflow User Groups and amount-based approval logic in Power Automate for Business Central — but it takes a bit of creative structuring, especially since Workflow User Groups don’t natively support branching or escalation in sequence based on amounts.
    Assumptions
    1. You’ve already set up Workflow User Groups in BC:
      • ProcurementApprovalGroup
      • CFOApprovalGroup
    2. You're using Power Automate to trigger when a Purchase Invoice is created or modified.
    3. You want to dynamically route based on the invoice amount.
     
    Concept Overview
    Power Automate doesn’t "loop" through Workflow User Groups directly, but you can simulate that:
    • Think of each group as a collection of users stored in Business Central.
    • You can fetch the group members via API or from a table (Workflow User Group Members).
    • Then trigger individual approvals using Power Automate’s "Start and wait for an approval" action for each user.
    • You can use condition steps to check amounts and determine which groups to include.
     
    Step-by-Step Flow Design

    1. Trigger
    • Use When a Purchase Invoice is created (v3) OR modified.
    • Use Get Record to fetch details (including amount and vendor, etc.).

    2. Condition: Check Invoice Amount
    • If Amount <= 10000, go to Procurement Approval Group flow
    • Else, go to Procurement ➝ then CFO Group path

    3. Procurement Approval Group Path
    • Use the BC API or Dataverse connector to get members of ProcurementApprovalGroup.
    • Start a parallel or sequential approval loop:
    For each user in group
        ➝ Start and wait for approval (Assigned to user.Email)

    4. CFO Approval Chain (for > $10,000)
    After Procurement approval is complete, insert a second loop:
    • Get members of CFOApprovalGroup
    • Use Start and wait for approval again for each

    5. Update BC Purchase Invoice
    Once approved by all relevant users, use:
    • Update record ➝ Set the invoice status in BC (e.g., "Released")

     Notes on Handling Workflow User Groups
    • Workflow User Groups in BC are not exposed directly via Power Automate, but you can:
      • Read from the Workflow User Group Member table using BC APIs or OData.
      • Or hardcode user emails for small groups.

    Additional suggestions
    • Use adaptive cards in Teams to send approval requests to each approver.
    • Track each approval in a SharePoint list or Dataverse for auditing and troubleshooting.
    • Use a custom field on Purchase Invoice (e.g., IsFinalApprovalRequired) to simplify conditions.
     
     Real-World Example
    A nonprofit org I worked with used this exact model:
    • Tier 1: Department Heads approved up to $10k
    • Tier 2: Director/CFO only approved if over $10k
    • Power Automate dynamically built the user group members via a small extension exposing the group membership through an API page.
    • They even added email reminders for pending approvals.

    Optional: Custom API Page for Group Members (BC Side)
    If you want to fetch group members in a clean way, you can create an AL object:
      
    page 50100 "Workflow Group Members API"
{
    PageType = API;
    SourceTable = "Workflow User Group Member";
    APIPublisher = 'YourCompany';
    APIGroup = 'approvals';
    APIVersion = 'v1.0';
    EntityName = 'WorkflowUserGroupMember';
    EntitySetName = 'WorkflowUserGroupMembers';

    layout
    {
        area(content)
        {
            repeater(Group)
            {
                field(GroupName; "Workflow User Group Code") { }
                field(UserID; "User ID") { }
            }
        }
    }
}

    Then consume it in Power Automate to fetch members dynamically.

    Regards,
    Dr. Gomathi S
  • Suggested answer
    Mansi Soni Profile Picture
    Mansi Soni 8,951 Super User 2026 Season 1 on at
    Hello,

    Using Power Automate, you can implement this logic by designing a custom approval flow. First, trigger the flow using When a purchase invoice is created or modified (via the Business Central connector). Then, retrieve the purchase invoice record using Get record and check the Amount field. Based on the amount, use a Condition control to define two branches: one where the invoice amount is less than or equal to $10,000, and another where it's greater.

    In the first branch, send the approval request to all users in the Procurement Approval Group using either static email addresses or by fetching the users from Dataverse or SharePoint. In the second branch (for invoices over $10,000), send the approval to the Procurement group first. Once approved, use a Start and wait for an approval action again to route the same invoice to the CFO Approval Group. This creates a sequential approval chain in Power Automate.

    It's important to note that Power Automate doesn't directly integrate with Workflow User Groups from Business Central. So, to include groups dynamically, you’d need to store the approver emails in a centralized location (like a SharePoint list, Dataverse table, or an environment variable), and retrieve them within the flow. 

    Hope this answer will help you!

    Regards,
    Mansi Soni
  • Suggested answer
    DAnny3211 Profile Picture
    DAnny3211 11,417 Super User 2026 Season 1 on at

    Hi,

    Yes, it’s possible to implement a conditional approval chain using Workflow User Groups and Power Automate, but it requires a bit of logic to handle the routing based on the invoice amount.

    Business Case Recap:

    1. Invoices ≤ $10,000 → route to Procurement Approval Group
    2. Invoices > $10,000 → first to Procurement, then escalate to CFO Approval Group

    Step-by-step approach:

    1. Define Workflow User Groups

    • Create two groups in Business Central:
      • PROCUREMENT_APPROVERS
      • CFO_APPROVERS

    2. Trigger the Flow

    • Use the “When a purchase invoice is created or modified” trigger from the Business Central connector in Power Automate.

    3. Get the Invoice Details

    • Use the Get record action to retrieve the full invoice, including the Amount field.

    4. Add a Condition

    • If Amount <= 10000 → send approval to PROCUREMENT_APPROVERS
    • If Amount > 10000 → send approval to PROCUREMENT_APPROVERS, then on approval, send to CFO_APPROVERS

    5. Approval Logic

    • Use “Start and wait for an approval” action.
    • For group approvals, you can:
      • Use custom email logic to send to all users in the group (retrieved via Dataverse or a SharePoint list)
      • Or use Power Automate Approvals with parallel branches if needed

    6. Sequential Approval

    • For invoices > $10,000, use a sequential flow:
      • First approval → Procurement
      • On success → second approval → CFO

    7. Optional: Use Dataverse or a config table

    • Store group members or thresholds in a table to make the flow dynamic and easier to maintain.

    Notes:

    • Workflow User Groups in Business Central are not natively looped or conditional — Power Automate gives you the flexibility to implement that logic.
    • Be sure to handle rejections, timeouts, and notifications in your flow.

     

    Best regards,
    Daniele 

  • Suggested answer
    Sohail Ahmed Profile Picture
    Sohail Ahmed 11,169 Super User 2026 Season 1 on at

    You can't trigger Workflow User Groups directly based on amount in Power Automate, but you can handle it by adding a condition after the invoice is created. If the amount is ≤ $10,000, send it to the Procurement Group. If it's more, first send it to Procurement, then route it to the CFO Group after their approval. You’ll need to manually set the user emails for each group in the flow since Power Automate can’t loop through Workflow User Groups automatically.

     

    ✅ Mark this answer as verified if it helps you.

  • Verified answer
    Jeffrey Bulanadi Profile Picture
    Jeffrey Bulanadi 9,112 Super User 2026 Season 1 on at

    Hi,

    Combining Workflow User Groups with amount-based routing in Power Automate isn’t natively supported, but it can be simulated with a few smart design choices.

    Here’s how to approach it:

    • Create two Workflow User Groups in BC: one for Procurement and one for CFO.
    • In Power Automate, trigger the flow using “When a purchase invoice is created or modified”.
    • Use Get Record to retrieve the invoice and evaluate the Amount field.
    • Add a Condition:
      • If Amount ≤ 10,000 → send approval to Procurement Group only.
      • If Amount > 10,000 → send approval to Procurement Group first, then escalate to CFO Group after approval.

    Since Power Automate doesn’t loop through Workflow User Groups directly, you’ll need to:

    • Store group members in a SharePoint list, Dataverse table, or expose them via a custom API page in AL.
    • Use Start and wait for an approval for each user in the group, either sequentially or in parallel.
    • After Procurement approval, trigger the second approval step for CFO using the same logic.

    Optional enhancements:

    • Add a custom field on the invoice (e.g., FinalApprovalRequired) to simplify routing logic.
    • Use adaptive cards in Teams for richer approval experience.
    • Track approvals in a SharePoint list or Dataverse for audit and troubleshooting.


    Helpful References:
    Setting Up Workflows in BC with Workflow User Groups – direction.biz
    Power Automate Integration Overview – Microsoft Learn
    Using Power Automate for Workflows in BC – Western Computer
    Automate Workflows in BC – Dynamics Square


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

    Cheers
    Jeffrey

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