Item approval rejections

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Posted on by SammyG

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Hi all,

This is related to an earlier question we asked on setting up approvals on items. It doesn't seem to work as expected.

Firstly, if the approval is rejected the change is not reversed. Secondly, the is no information to the approver of what fields have been changed.

Thanks again.

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Dynamics 365 Business Central

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Sahan Hasitha 2,683 on at

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hi

· Rejected approvals – When an approval request is rejected, the system does not automatically roll back the change made on the item. The item remains updated, which can cause data integrity issues.

Workaround: You need to build a customization (via AL code) that reverts the item to its previous state if the request is rejected. Another option is to block edits until approval is received by using a temporary record table or a “pending changes” staging table.

· No field-level change details – Approvers only see a generic approval request without a breakdown of which fields were modified.

Solution: Extend the workflow with a custom approval entry log or notification that captures field changes (old value vs. new value) and passes them to the approver. Events on the Item table and writing changes to a custom log.

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SammyG 512 on at

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Thanks, I searched the documentation but couldn't find anything - what is the source?

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Nimsara Jayathilaka. 5,128 Super User 2026 Season 1 on at

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Hi @SammyG

For item approvals, if a rejection occurs, the original changes must be manually reverted because automatic reversal is not built-in by default. Also, approvers currently don’t receive detailed change logs showing which fields were modified, which limits clarity. To improve this, consider customizing the approval workflow to track and notify field changes explicitly. Implementing these enhancements usually requires developer support or extensions.

Thanks

Nimsara

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PRao 470 on at

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I agree with the earlier suggestion — once an approval is rejected, there is no rollback of the changes.

When data is entered into a field and the user proceeds further, the system automatically saves the data into the table. The approval process only determines whether the approver accepts the entry or not.

Typically, approvers may add remarks in the comment or note sections for reference purposes.

Additionally, for tracking purposes, it's better to enable the Change Log functionality instead of implementing customizations.

Thanks,
PRao

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