Issue with Auto-Approval When Creator Is in the User Group

(5) Share

Report

Posted on by peter fun

633

Hi,

I have created a workflow in which I defined a workflow user group containing User A and User B, both with sequence number 1. The goal is that when any document is created, the approval request should go to both User A and User B at the same time, and if either of them approves or rejects it, the document should be approved or rejected accordingly.

Now, the issue is: when User A creates the document (and their approval limit is $25,000), the system is automatically approving the document without sending it to User B for approval.

What I want is — if User A creates the document, the approval request should still go to User B, and User A should not be able to approve their own document.

Is there any way to handle this using the workflow user group settings?

Thanks!

Categories:

Dynamics 365 Business Central

Microsoft Dynamics NAV

Microsoft Dynamics RMS

I have the same question (0)

All responses (8)

Answers (1)

Suggested answer

Jinal P. 300 on at

Like (1)

Report

Hello @Talha Yaseen,

1. The goal is that when any document is created, the approval request should go to both User A and User B at the same time, and if either of them approves or rejects it, the document should be approved or rejected accordingly.

>>Yes, it is possible to configure this behavior in Business Central, but not directly using the standard approval workflow engine out of the box. The standard approval workflow in BC supports sequential or hierarchical approvals, not parallel (either/or) approvals. However, you can achieve this functionality with some customization or a clever combination of Power Automate and/or custom workflow code.

Now, the issue is: when User A creates the document (and their approval limit is $25,000), the system is automatically approving the document without sending it to User B for approval. What I want is — if User A creates the document, the approval request should still go to User B, and User A should not be able to approve their own document.

>>Please check below settings in your system.

Approval user setup:

User Workflow Group:

Request Sent from Jinal User:

Test User Screen:

Please share screenshots of your settings if it’s still not working. If it works, please mark it as answered.

Thank you.

Was this reply helpful? Yes No
Suggested answer

RockwithNav 8,637 Super User 2025 Season 2 on at

Like (1)

Report

Simultaneous approval will be a challenge in standard BC, but hierarchy and all you can create. I will suggest to have a quick look on the standard capability of the Workflow and if its that acceptable or else Power Automate is all waiting for you.

Blog - rockwithnav.wordpress.com/
Twitter - https://twitter.com/RockwithNav
Facebook - https://facebook.com/rockwithnav/

Was this reply helpful? Yes No
peter fun 633 on at

Like (1)

Report

Jinal P.
your suggestion is perfect but does other thing will also work like when someone else create document the request should come to A and B at the same time and if one of them approves it the document should be completely approved ?

Was this reply helpful? Yes No
Suggested answer

Jinal P. 300 on at

Like (1)

Report

Hello @ Talha Yaseen

Yes, if the third user will create the document, request will go to the user 1 first, when user 1 accept the request then only it will go to the user 2, as per my below answer on the same time request sent feature is not available in the standard workflow.

If it works, please mark it as answered.

Thanks

Jinal

Was this reply helpful? Yes No
Suggested answer

YUN ZHU 95,729 Super User 2025 Season 2 on at

Like (1)

Report

Hi, Looks like the same problem: Auto-Approval Issue When Content Creator Is Part of the User Group

Thanks.

ZHU

Was this reply helpful? Yes No
Suggested answer

Sagar Dangar, MCP 799 Super User 2025 Season 2 on at

Like (1)

Report

Hi,

It is working for PO workflow. please check below standard purchase order approval workflow and Apply condition "Pending approval>0" in your workflow and check

Was this reply helpful? Yes No
Verified answer

Mansi Soni 8,909 Super User 2025 Season 2 on at

Like (4)

Report

Hello,

In standard Business Central functionality, when a user who is part of the workflow user group also creates the document, and their approval limit allows it, the system may automatically approve the document without sending it to others in the group - this is exactly what's happening in your case with User A.

Unfortunately, workflow user group settings alone do not allow you to prevent a user from approving their own document if they are at the same sequence level. To enforce the separation of duties you're aiming for—where the creator cannot approve their own document - you’ll need to restructure your workflow setup. The best approach is to create multiple workflows with specific conditions based on the document creator (e.g., “Created by = User A”), and assign a different workflow user group for each, ensuring the approver is someone other than the creator.

This setup is fully supported within standard Business Central and allows you to control the approval flow without customization. So, while workflow user groups are helpful for parallel approvals, they cannot enforce creator-based restrictions on their own; conditional workflows are required to achieve your intended logic.

Hope this answer will help you!

Regards,
Mansi Soni

Was this reply helpful? Yes No
Suggested answer

Khushbu Rajvi. 20,448 Super User 2025 Season 2 on at

Like (1)

Report

https://community.atlassian.com/forums/Jira-Service-Management/Auto-approver-if-the-creator-is-the-same-as-approver/qaq-p/2955894

Was this reply helpful? Yes No