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Dynamics 365 Community / Forums / Supply chain | Supply Chain Management, Commerce / Email notification to ...
Supply chain | Supply Chain Management, Commerce
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Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

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Posted on by Community Member Microsoft Employee

Hi,

Is it possible to trigger an email notification when a purchase requisition is 'Accepted'?

We have one workflow set up for PRs. As soon as someone submits a purchase requisition, group of purchasers receive an email notification about arrival of new PR for a review. Once it arrives, one of the purchaser accepts the PR and starts working on it. Until the purchase requisition review is completed, the status of the PR remains In review and that creates confusion among other purchasers that whether someone has already started working on that PR etc.

Is there any way we can notify purchasers once one of their team member accepted the PR ? 

OR

Is there any way we can identify who accepted the PR from the list of available PRs?

Thanks and Regards.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

    Hi Adrian,

    As you suggested ,I looked the option 'Related information' and observed that when the PR comes for a review,it states Action as Pending against the users which is valid

    pastedimage1584103037993v1.png

    Once its being accepted by one of the purchaser,it showed the status 'Pending' against the one by which its being processed.However it showed as Approved to other user who did not processed.In your case you could see only pending one.

    pastedimage1584103324425v2.png

    After a PR completion,it changed to Approved against that user.

    pastedimage1584103508153v3.png

    I think this is useful for us at this instant .Thank you for your reply.

    It just that purchasers need to click each PR to find the status. Can we add a column to the page where we get list of All PRs and see who that's pending with?

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

    Thank you for your reply.As soon as the PR comes to a purchaser for review,at that stage,if a purchaser clicks at workflow option within PR to complete the review ,first get the option to accept the PR and once accepted ,next option comes as complete.

    pastedimage1584102371842v2.png

  • Adrian Peter Profile Picture
    Adrian Peter 219 on at
    RE: Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

    Hi

    Do you use Work item Queues in you Workflow? If yes, then the Workflow-item will be assigned to all Workers in the Queue, which you can see here:

    pastedimage1584087094881v1.png

    As soon as one of These Workers has accepted the work …

    pastedimage1584087127793v2.png

    … the other work item assignment will immediatly removed:

    pastedimage1584087162200v3.png

    ==> means, that the other Workers will not see These work items anymore.

    I think, it is a similar behaviour, if you do not use Work item Queues, but simply address multiple users to the PR-Review-Workflow-Step. Then you define, how many of These Workers have to 'complete' the workflow step.

    If you Need to send an email to other users, then you can consider to use Business Events --> you can catch a workflow item Event in a Power Automate Flow. I guess (but do not know), that a Business Event is fired, when first worker 'accepted' the work item and then you can catch this Event in Power Automate and send a notification mail to other members of the Group. Worth a try.

    best regards,

    Adrian

  • MATTGUO Profile Picture
    MATTGUO 22,306 on at
    RE: Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

    Hi,

    What do you mean "accept"? Can it be reflected in system as approver?

    From the implementation and security point of view, if there are many users in purchase group, all users can approve it rather than specific user/level, it will bring some confusion.

    The purchase item should be distinguished by the category or purchase type, signing limit,etc. to dispatch which purchase user should work on the PR. Reduce the risk of the business.

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 291,280 Super User 2024 Season 2 on at
    RE: Email notification to other purchasers when PR is accepted by one of the purchaser or a report to see who accepted the PR

    Hi SNHL001,

    There is no feature out of the box. You can consider a procedure where a person will manually "accept" the PR. Or you can consider a customization.

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