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Multi Level Workflow with different limit amounts

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Posted on by CF-22040757-0

Hi,

I am trying to setup a Purchase Order workflow with a user group, where:

Level 1 - Approver A (<=5k)

Level 2 - Approver B (>5k&<=10k)

Level 3 - Approver C (>10k)

if order is 5k, then stops at first level, if order id 8k, then goes to approver A and B, and so on.

Note: not considered user chain, because those users will need different limits for different departments.

However, it seems is not respecting the amounts.

Any suggestions?

Thanks.

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Dynamics 365 Business Central

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Teagen Boll 3,597 Super User 2026 Season 2 on at

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I would set up 3 different workflows instead of 1 and just use the standard BC template for it. In your On Condition filter for the first request line "Approval of a purchase document is requested" is where you enter your thresholds. This is how i've setup practically all workflows for clients.

Below is an example with an Invoice workflow that has 3 tiers:

I've setup 3 separate workflows, 1 for under 500, 1 for 500 to 10,000 and 1 for over 10,000.

Here is the under 500 workflow - its just a standard BC workflow but the On Condition has my criteria set:

And here is the on condition filter:

For the On Condition for 500 to 10,000 you can see it just has a different filter for amount:

In your case just create 3 workflows like above, set your amount filter and then route to the appropriate approver.

Best,

Teagen Boll, CPA

Work: Catapult ERP

Social: LinkedIn

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YUN ZHU 102,765 Super User 2026 Season 2 on at

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Teagen is right; as long as the conditions differ, you can configure multiple workflows for the same type of document.

For example,

Hope this helps as well.

Thanks.

ZHU

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OussamaSabbouh 18,722 Super User 2026 Season 2 on at

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Hello,

Your setup is very close, but the Send approval request conditions in the screenshot are reversed. With a Workflow User Group where A = Sequence 1, B = Sequence 2, and C = Sequence 3, the logic should be: Sequence 1 + Amount ≤ 5,000 → Remove restriction; Sequence 1 + Amount > 5,000 → Send next approval; Sequence 2 + Amount ≤ 10,000 → Remove restriction; Sequence 2 + Amount > 10,000 → Send next approval; Sequence 3 → Remove restriction. In your current setup, for example, Sequence 1 + Amount <= 5,000 is configured to send another approval request, which is the opposite of the required behavior. Also, Microsoft documents that Workflow User Groups control approval order through Sequence No., while approval amount limits are mainly evaluated through the Approver Chain logic, so for different limits by department, using separate workflows/user groups filtered by dimension is a valid approach.

Regards,
Oussama Sabbouh

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Sachin.sharma_BCAzu... 30 on at

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1. Verify the workflow response ordering (Most Common)

Business Central evaluates workflow responses in sequence.

For an 8,000 PO, the expected flow should be:

Approval Request Sent

Approver A approves

Condition matches Sequence 2 (>5,000 <=10,000)

Approval request sent to Approver B

Stops after B

If Sequence 1 is firing repeatedly or Sequence 3 is skipped, the workflow order may not be correct.

2. Check Amount Including VAT vs Amount Excluding VAT

Your conditions are based on:

Amount Incl. VAT

Make sure the PO totals are actually using Amount Including VAT.

Example:

PO Total (Excl. VAT) = 4,800

VAT = 20%

Amount Incl. VAT = 5,760

Business Central will evaluate 5,760, not 4,800.

Many people expect the approval to use Excl. VAT while the workflow is checking Incl. VAT.

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Tony NAVCore Develo... 14 on at

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Teagen's example is exactly what you need and is your only option because you have different startup conditions. Your example shows that you were trying to apply the condition to the approval, but that event doesn't happen until there's an approval. So, unless you're sending the approval request to groups A, B, and C on the initial event which doesn't sound right, then you won't be able to accomplish this in 1 workflow like your example shows.

1 thing that may not be obvious is that the workflows are processed in alphanumeric order based on the code. You can simplify Teagen's example simply by giving your workflow something like this:
Code: MS-PIAPW-01, Amount <= 5k
Code: MS-PIAPW-02, Amount <= 10k
Code: MS-PIAPW-03, no Amount condition.
This is how BC will process the flow. Keep in mind that BC will only apply 1 workflow. The 1st that can apply will take effect, the remaining will not even though it satisfies the condition.
Check MS-PIAPW-01. Is amount <= 5k? If yes, run the workflow. The remaining will be skipped.
Check MS-PIAPW-02. Is amount <= 10k? If yes, run the workflow. The remaining will be skipped.
Check MS-PIAPW-03. Doesn't matter the amount, this workflow will run if the other conditions were not met.
You stated that 8k should go to both A & B. I assume that's because members in group A exists in group B. If you want group A to receive the requests first, and only after group A approves will it go to group B, then use the sequence no. in the workflow user group members list to control this. But all members in group A must exist in group B, and this is the group you'll be setting the sequence in.

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CF-22040757-0 83 on at

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Thanks for all your responses.

The idea of this, was to reduce the number of workflows generated.

if i have 20 departments and 3 levels in each department, i would get 60 workflows if i do separate.

i was trying to achieve 20 workflows, hence why trying this approach.

i tried to do the away oussama suggested, but i still can not see that this approach is looking for the amounts.

It seems like BC is not even looking for the amounts.

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Teagen Boll 3,597 Super User 2026 Season 2 on at

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Hi, you would need to setup 60 workflows. That is the standard approach. I've seen some clients with hundreds. It's also way easier to manage and troubleshoot them because they are just standard templated workflows.

Some answers on here may be AI answers such as Sachin's and Oussama's so they may not be accurate.

To reduce the workflows you could look at overlapping departments where approvers are involved in more than one department.

i.e. -

Workflow 1 - Department 1 and 2 - >500$ and <10,000$ - Approvers John and Wendy

Workflow 2 - Department 3 and 4 - >500$ and <10,000$ - Approvers Steve and Mark

Workflow 3 - Department 1, 2, 3 and 4 - >10,000$ - Approvers John, Wendy, Steve and Mark

Something like that. I usually get clients to setup a Matrix that identifies the approvers and departments.

As an alternative you can also just setup logic in Power Automate and build power automate workflows.

Best,

Teagen Boll

Work: Catapult ERP

Social: LinkedIn

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Grigorios Mavrogeorgis 3,075 Super User 2026 Season 2 on at

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Hi, the amount conditions on the later steps won't do what you expect. When the response creates the requests for the workflow user group, entries get created for every member of the group at once, then they just open one by one on sequence. So an 8k order already has A, B and C sitting there, and the filters after that only decide which step fires, not who receives a request.
What I would do instead is three separate workflows for that department, each with the amount filter on the first event, Approval of a purchase document is requested, together with your shortcut dimension condition. Group one has only A, group two A and B, group three all three. The bands don't overlap so only one workflow star ts.
One more thing, Amount Incl. VAT on the header is a flowfield and in conditions it doesn't always evaluate. Worth testing with Amount or Amount (LCY).
Glad to help - follow up if anything is unclear.
► If this solved it, marking it verified helps others too.
Regards,
Grigorios Mavrogeorgis
Business Central Consultant & AL Developer
Work: Gmsoft Limited
Blog: insidebusinesscentral
LinkedIn: linkedin.com/in/gregorymavrogeorgis

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