Workflow Approvals and Controls

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Posted on by TBowen

Hello,

I am currently trying to implement some controls on journal entry workflow approvals and am running into two control issues I was hoping for some guidance on.

1) We have a concern around managers delegating a workflow item to a subordinate, then that subordinate is able to approve and post. We currently use hierarchies to control the workflow, and I have tried controlling the approval step using job titles, but I believe any delegation action brings with it the ability to approve, regardless of what level of the hierarchy the users exist on. I have also tried removing the security role that is tied to journal approvals, but that did not work either.

Example: Accountant 1 submits a journal to workflow, Manager 1 delegates it to Accountant 2 who is able to approve and post.

In this example, Accountant 2 is on the same "level" of the hierarchy as the original submitter, but is still able to approve and post which we don't want to allow.

Is there something else I can be trying?

2) Tangentially related, is there a way to restrict posting of a journal to the individual who approved it?

Example: Accountant 1 submits a journal to workflow, Manager 1 approves, Accountant 2 goes in and posts the journal.

We want to restrict it so that only Manager 1, in this case, can approve.

Thank you so much for any reply. Please ask clarifying questions if needed. I'm relatively new to D365 and could very well be missing an obvious solution.

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TBowen on at

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RE: Workflow Approvals and Controls

Awesome! Looked into this and it will be included in update 10.0.31. This is perfect!
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Frank Hamelly | MVP... 46,510 Super User 2025 Season 1 on at

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RE: Workflow Approvals and Controls

I had this issue with a client recently and MSFT issued a hotfix for it. The functionality worked as expected in AX2012 but it was deprecated (intentionally or not) in D365. Check this out to see if it addresses your issue.
TBowen on at

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RE: Workflow Approvals and Controls

Thank you, Ramit.

On the posting side, using groups is probably the most effective way to get to this control.

On the approval side, I don't think I am able to restrict approvals based on role as any delegation brings with it the ability to approve.

I appreciate your response!
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Ramit Paul 22,572 Most Valuable Professional on at

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RE: Workflow Approvals and Controls

Hi,

Your two examples are quite self explanatory.

I think the first scenario you can achieve by adding or modifying the security roles, such as the submitters and approves are not having same role or can have only relevant roles.

The second scenario you can add some journal controls or posting restrictions so that only managers can post the same.