Request to learn how to set up User Approval for this scenario?

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Posted on by joshtechsolutions

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Hi Community,

I would like to seek advise and learning for you, how to set up User Approval for this scenario?

1. When User A create this Purchase Invoice, User A need User B approval.

2. Then when User B need create a Purchase Invoice below 30,000. She can be approved automatically and post.

3. But if User B created the Purchase Invoice that is above $30,000, the Purchase invoice will be routed to User C.

4. Note that no matter what Purchase Invoice that User A creates, the amount will always be below $30,000, hence it will never requires User C's approval.

I know how to make Request 1 and 4 work, but request 2 and 3, I'm not sure if standard NAV user approval and workflow can do this.

How should I set this process flow in Navision ?

Appreciate your help !

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Dynamics 365 Business Central

Microsoft Dynamics NAV

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DAnny3211 11,389 on at

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Request to learn how to set up User Approval for this scenario?

Hi Josh,

This is a great scenario, and yes—it can be achieved using standard workflow functionality in Dynamics NAV / Business Central, with a bit of configuration logic. Here's how you can approach it:

Step-by-Step Setup for Your Scenario
1. Create Two Workflow Users
User A: Always needs approval from User B.
User B: Can auto-approve invoices below $30,000, but needs User C’s approval above that threshold.
2. Create Two Separate Workflows
You’ll need to define two workflows for the Purchase Invoice approval process:

Workflow 1: User A → User B
Trigger: On release of Purchase Invoice.
Condition: Created by User A.
Approval User: User B.
Workflow 2: User B → Auto or User C
Trigger: On release of Purchase Invoice.
Condition: Created by User B.
Approval Logic:
Use a workflow response condition to check the total amount.
If < $30,000, auto-approve.
If ≥ $30,000, assign to User C.
This can be done using the “Amount Approval Limit” field in the Approval User Setup table. Set:

User B’s limit to $30,000.
User C’s limit to a higher value.
NAV will automatically escalate to the next approver if the amount exceeds the user’s limit.

Additional Tips
Make sure Approval User Setup is configured correctly for all users.
Use workflow conditions to filter by creator (Created By) if needed.
Test each scenario with sample invoices to ensure routing behaves as expected.
Let me know if you’d like help drafting the workflow steps or conditions in detail.

Best regards,

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Sohail Ahmed 11,095 Super User 2025 Season 2 on at

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Request to learn how to set up User Approval for this scenario?

1. Create two workflows for Purchase Invoice approval:

Workflow 1: For User A → always requires approval from User B.

Workflow 2: For User B → add an amount-based condition.

2. In Workflow 2, set conditions like:

If Amount ≤ $30,000 → Auto-approve (use an approval limit or skip approval).

If Amount > $30,000 → route to User C for approval.

3. Go to Approval User Setup:

Give User B an approval limit of $30,000.

Assign User C as the approver for User B.

NAV/BC will automatically skip approval for amounts under the limit and escalate for amounts above.

Have you already set up Approval User Limits for User B?

✅ Mark this answer as verified if it helps you.

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Verified answer

Jeffrey Bulanadi 8,433 on at

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Request to learn how to set up User Approval for this scenario?

Hi,

Modeling conditional approval logic based on both user and amount thresholds can be tricky, but BC’s workflow engine and Approval User Setup page can handle it with the right configuration.

Here’s how to approach your scenario:

In Approval User Setup, define User A with Approver ID = User B and set a Purchase Amount Approval Limit of $0. This ensures all invoices from User A go to User B.

For User B, set:

Purchase Amount Approval Limit = 30,000

Approver ID = User C

This means invoices ≤ 30,000 are auto approved, while those above route to User C.

In your workflow conditions, use the Amount field to define thresholds:

For User B’s workflow, add a condition: Amount > 30,000 → trigger approval request to User C.

For amounts ≤ 30,000, the workflow will auto-approve if User B is both the requestor and approver.

Make sure User C has Unlimited Purchase Approval or a high enough limit to approve anything above 30,000.

If needed, add a workflow response to restrict posting until approval is granted. This ensures compliance with your routing logic.

This setup gives you a clean, scalable approval chain that adapts based on both user and invoice amount.

Helpful References
Set up approval users – BC | Microsoft Learn
Set up approval workflows – BC | Microsoft Learn
Approval User Setup in Microsoft Dynamics 365 BC | Tensoft
How To Setup Approval Workflows In BC | BC Geek
How to setup approval for two parallel approvers? – Dynamics Community

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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Andrés Arias 4,164 Super User 2025 Season 2 on at

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Request to learn how to set up User Approval for this scenario?

Hello,

I would recommend creating two approval flows, where you add the User filter for each. This way, you will have two separate flows to perform per amounts and one per user.

I hope I can help.

Regards,

Andres

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Mansi Soni 8,887 Super User 2025 Season 2 on at

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Request to learn how to set up User Approval for this scenario?

Hello @joshtechsolutions,

To implement this approval flow in Dynamics NAV, you can use the standard Workflow module with approval templates and conditional rules. For Request 2 and 3, configure a workflow using the Amount condition in the approval rule: assign User B as an approver with an approval limit of $30,000. Then create a second approval rule that routes invoices over $30,000 to User C. Set User B to auto-approve transactions under her limit using the Approver Limit Type = Direct Approver and Auto Approve = TRUE settings. This way, User B’s invoices under $30,000 post without manual approval, while invoices over that threshold escalate to User C.

Hope this answer will help you!

Regards,
Mansi Soni

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Gerardo Rentería Ga... 23,590 Most Valuable Professional on at

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Request to learn how to set up User Approval for this scenario?

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

How To Setup Approval Workflows In Business Central - Business Central Geek

Business Central Customer Approval with Power Automate 🏢✅ – Josh Anglesea

Send your Business Central approval notifications with the Power Platform - Discover Microsoft Business Central

Best Regards
Gerardo

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