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Dynamics 365 Community / Forums / Supply chain | Supply Chain Management, Commerce / How to escalate workfl...
Supply chain | Supply Chain Management, Commerce
Suggested Answer

How to escalate workflow to the original approver ?

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Posted on by Ken Manhattan 558
Hi,
 
If I have a workflow, then when the Time Limit is overdue, how to escalate it to the same person ?
 
My main intention is the workflow will need to keep notify the work item, until the certain time, only then it will be rejected. This (auto) rejection action, I believe currently available. But I need D365FO to notify and send email for reminder first before the (auto) rejection happens.
 
Thanks
I have the same question (0)
  • Suggested answer
    Kevin Xia Profile Picture
    Kevin Xia Microsoft Employee on at
    Hi,

    To escalate a workflow to the original approver in Dynamics 365 F&O, you can follow these steps:

    1. Configure the workflow with a time limit for the task or approval step.
    2. Set up a condition that checks if the time limit has been exceeded.
    3. Add an action or task in the workflow to send an email notification to the same person (original approver) when the time limit is exceeded.
    4. Customize the email notification to remind the person about the pending approval and provide instructions on how to take action.
    5. Optionally, include a link in the email notification to directly access the workflow task or approval.

    By implementing these steps, the workflow will continue to notify and remind the original approver until the specified time limit is reached. After the time limit, the workflow can be configured to automatically reject the item if no action is taken by the original approver.

    Best regards,
    Kevin
  • Suggested answer
    TL-09011501-0 Profile Picture
    TL-09011501-0 36 on at
    got lost in step 2, can you explain
  • Suggested answer
    Hardik Gupta Profile Picture
    Hardik Gupta 675 on at
    Hi, 

    D365 F&O has native workflow escalation. Here's how:


    1. Open workflow → Right-click Approval step → Advanced tab

    2. Set Time Limit (e.g., 5 days)

    3. Click "Configure time limit actions"

    4. Add Escalation Action:

      • Time before escalation: 2 days (reminder at day 3)

      • Escalate to: Original approver

      • Enable "Send notification" for email reminde 

    5. Add Rejection Action at day 5 (auto-reject if not approved)

    Flow: Day 0 = work item sent, Day 3 = reminder email, Day 5 = auto-reject.

    Setup guide: https://learn.microsoft.com/en-us/dynamics365/fin-ops-core/fin-ops/organization-administration/workflow-elements#approval-time-limit-actions

    What worked for us: We set this up on PO approvals, 7-day window with reminders at day 5. Result was 85% approval before auto-rejection, clean audit trail.

    Key tips: Set escalation time BEFORE the full time limit. Test with a sample workflow first.

    Give this a try and let me know if it works.

    Keep growing

  • Suggested answer
    Syed Haris Shah Profile Picture
    Syed Haris Shah 1,894 Super User 2026 Season 2 on at
     
    I don't believe there is a standard option in D365 F&SCM workflow configuration to schedule recurring reminders after a task becomes overdue. Users can configure Alerts from the Work items assigned to me form, but these generate a one-time alert rather than daily reminders. If daily reminder notifications are required, a customization (or a Power Automate scheduled flow) would likely be needed.
     
    Regards,
    Syed Haris Shah
  • Paolo Cecchelli Profile Picture
    Paolo Cecchelli 785 Super User 2026 Season 2 on at

    Hi,

    I agree with Hardik's reply: by setting the escalation paths with the time limit, by selecting “Work item owner” and a list of escalation path steps, is the standard way. Only contraint is that in the end after the last reassignment you will have to decide if Rejecting or approving automatically the document (usually the choice is obviously to Reject it if no action is taken):

    Hope it helps,

    Paolo

  • Aayush Tiwari Profile Picture
    Aayush Tiwari 329 on at

    Hello @Ken Manhattan 

     

    As mentioned by Hardik & Paolo you can define the escalation path in the workflow it self.

     

    Please mark given solutions verified if this resolves your query.

     

    Regards 

    Aayush Tiwari 

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