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PO Approval Workflows

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Posted on by CU23081835-0

Hi everyone,

I have a question around approval workflows in Dynamics BC. I have set up the basic PO Approval Workflow where the email goes to the approver with them able to approve which is great. I have 2 questions to ask and see if it’s possible:

1. Is there a way to set it so that requests only need to go for approval for certain accounts rather than over a certain amount which we have currently.

2. An email goes to the approver which is great, is there a way to send an email to the requester when it is approved?

Thanks everyone!

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Sohail Ahmed 11,009 Super User 2025 Season 2 on at

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PO Approval Workflows

Out of the box, BC approval workflows are mainly driven by conditions like document amount or approver hierarchy. If you want approvals based on specific G/L accounts, vendors, or dimensions, that would require either:

adding extra workflow conditions via workflow responses & conditions, or

customizing the approval workflow (AL extension).

For notifying the requester once approval is completed, there’s no standard email notification, but you can:

configure workflow responses to send additional notifications, or

extend the approval workflow with a custom response that emails the requester.

If you’re not a developer, you’ll likely need your Microsoft Partner to help customize these scenarios.

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Yi Yong 2,388 Super User 2025 Season 2 on at

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PO Approval Workflows

Hello,

For #1, it might be easier if you can work on customization with a boolean field to track.

Otherwise, you can make use of the Purchase Line filter with G/L Account or Gen. Prod. Posting Group if you are using Item.

#2 can be done by adding this event to the "An approval request is approved".

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DAnny3211 11,336 on at

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PO Approval Workflows

Hi CU23081835-0,

Great questions—approval workflows in Business Central are quite flexible, and with a bit of customization, both of your scenarios can be addressed.

Approval Based on Specific Accounts:

Yes, this is possible by customizing the workflow conditions. Instead of using just the amount threshold, you can define conditions based on the G/L Account, Vendor, or other fields. This typically requires:

Creating a custom workflow condition or event subscriber.

Using a field like “Account No.” or “Vendor No.” in the condition logic.
This way, you can trigger approvals only when certain accounts are used, regardless of the amount.

Email Notification to Requester Upon Approval:

While the standard workflow sends emails to approvers, notifying the requester when the document is approved can be achieved by:

Adding a custom notification step in the workflow.

Using Power Automate or a codeunit to send an email to the requester once the approval status changes to “Approved.”
This ensures the requester is kept informed without manual follow-up.

Both enhancements are commonly implemented in real-world setups and can significantly improve workflow transparency and control.

Thanks and best regards,

Daniele

Note: This response was prepared with support from Copilot to ensure clarity and completeness.

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