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Automatic Vendor Approval Workflow Using standard Workflows

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Posted on by Tris15

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Hi Experts

I am creating Vendor Workflows for amendments and creation.

The expectation is that the moment certain fields change/inserted that the approval request is sent automatically.
Once the request is sent the vendor shouldn't be able to use on any transactions until the approval request is complete.

Currently the workflow is not working as expected.

My questions then:

How do I create more than 1 condition for the automatic approval that I can track certain fields and not all fields?
How do I ensure that my record does not get restricted even after all approvals have been made?

Any insights on this will be much appreciated.

Kind Regards,

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Dynamics 365 Business Central

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Rajvi Shah 255 on at

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Hello,

In the standard workflow it is not possible.

This Requirement needs the customization.

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Yash_Mistry 512 on at

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I think this requirement will need some customization, as the standard workflow does not provide this feature. You can make a small customization by setting the Blocked field to All on the vendor. This way, when approval is sent, the base system will automatically restrict vendor transactions.

Regards,
Yash Mistry

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Gerardo Rentería Ga... 27,054 Most Valuable Professional on at

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Hi, good day
I hope this can help you, and give you some hints.

Create a Custom Approval Workflow in D365 Business Central

How to Build Custom Workflows in Business Central (Step-by-Step Guide) | MSDynamicsWorld.com

Best Regards
Gerardo

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YUN ZHU 101,846 Super User 2026 Season 1 on at

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Alternatively, you could try Power Automate workflow.

https://learn.microsoft.com/en-us/training/modules/use-power-automate/

Thanks.

ZHU

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Manish Sharma 113 on at

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one of the conditions you need to add is to remove the record restriction once approved.

For multiple fields, record change, the best is to create multiple workflows for every field change.

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Khushbu Rajvi. 22,625 Super User 2026 Season 1 on at

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Standard workflows in Business Central do not support fully automatic vendor approval. To achieve auto-approval, a custom approach using AL or Power Automate is required.

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OussamaSabbouh 17,327 Super User 2026 Season 1 on at

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Hello,

Use “A vendor record is changed” with field-change conditions for only the fields you want to monitor, and if you need different logic, split it into separate workflow lines/workflows; for the restriction piece, make sure you add Add record restriction when approval starts and Remove record restriction after the final approval, otherwise the vendor stays restricted. Also, if you modified the standard Vendor Approval Workflow template and replaced “Approval of a vendor is requested” with “A vendor record is changed”, you must fix the dependent next-step responses, because Microsoft notes those links break and approvals won’t continue correctly. Finally, standard BC record restriction is limited, so if you want the vendor blocked from all transaction usage until approval is done, that usually needs customization.

Regards,
Oussama Sabbouh

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