Dynamics Community Forum Thread Details

Purchase requisition, can only the preparer submit the workflow for approval?

Root cause

Workflow delegation only applies to workflow work items (approval actions) after the workflow has been submitted. It does not transfer ownership or submission rights for a draft purchase requisition.

For purchase requisitions:

The preparer/creator (Requested by / Created by user) is effectively the owner of the draft.

Only the preparer (or a user with elevated administrative privileges) can submit the requisition to workflow.

Delegation setup for a user on leave only kicks in after submission, when approval tasks are assigned in workflow.

So in your case:

User A creates a PR and goes on leave.

PR remains in Draft status.

User B has delegation and can create PRs on behalf of User A.

But User B cannot submit User A’s existing draft PR, because workflow delegation does not cover draft document ownership.

What configuration to check (but likely won’t solve it)

You can validate these settings, but they typically do not change the behavior:

1. Purchase requisition permissions

Check whether User B has:

Maintain purchase requisitions

Edit purchase requisitions

Submit purchase requisitions to workflow

Even with these duties/privileges, D365 generally still restricts submission to the preparer for an existing draft PR.

2. Procurement and sourcing policies

Check if there are restrictions around:

“Worker can create requisitions on behalf of another worker”

Employee relation / requester policies

This enables creation on behalf of, but not taking over someone else’s draft.

Resolution options

Option 1 — Recommended operational process

Cancel/recreate the PR under the active user and submit it.

If the original requisition is still draft and not extensive, this is usually the cleanest and safest option.

User B can:

Create a new PR on behalf of User A

Submit it

Workflow delegation/approval will then work normally

This avoids audit and ownership inconsistencies.

Option 2 — Use elevated/admin access (practical workaround)

A user with stronger privileges (procurement admin, system admin, or custom role) may be able to:

Open the draft PR

Modify ownership/preparer if customization exists

Submit on behalf of the original user

Out of the box, this is usually limited and inconsistent across versions.

Option 3 — Customization (common enterprise fix)

Many companies implement a small customization to allow:

“Delegate/preparer substitute can submit draft purchase requisitions of absent users.”

Typical approaches:

X++ extension validating worker delegation

Custom security privilege

Button/action to take ownership of draft PR

Logic checking approved leave/delegation

This is often implemented when shared procurement teams process requisitions centrally.

Recommended process design

For organizations using leave delegation:

Do not leave purchase requisitions in Draft before leave.

Either:

submit them before leave, or

have another worker create them on behalf of the absent user from the start.

This aligns with standard D365 workflow ownership behavior.

Based on standard D365 behavior, there is no out-of-the-box configuration that makes workflow delegation apply to draft purchase requisition submission. For existing draft PRs created by a user on leave, the practical options are recreate the PR or implement a customization/admin takeover process.

Cheers,

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