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Prospect to Vendor (New)

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Posted on by Mathavan Ramakrishnan

Hi Everyone,

I'm trying to create a new vendor via prospect, I have set up all prerequisites like setting up external roles, user workflows.

Whenever I try to invite a new user from Prospective vendor user requests, the workflow is getting initiated but it is not getting assigned to the user mentioned in the workflow instead, it is auto-submitted on behalf of the user.

This is stopping me from inviting a new vendor into D365.

Any help would be appreciated.

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Dynamics 365 Finance

Dynamics 365 Project Operations

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André Arnaud de Cal... 301,069 Super User 2025 Season 2 on at

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Hi,

Can you share details about your workflow configuration? Maybe you can share some screenshots?

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Raj Borad 1,428 on at

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Hi @MR-05051409-0,

I think, when a vendor invitation workflow is auto-submitted “on behalf of” a user, as shown in your screenshot, it usually indicates a misconfiguration in the workflow assignment or missing security roles.

The issue occurs when the user defined in the workflow cannot be resolved or does not have the necessary permissions or external roles. As a result, the system submits the workflow using a service or batch account.

To resolve this, ensure that the user who was specified in the workflow is active, correctly assigned in the approval step, and has the proper security roles. Also, validate that the external user is linked to a vendor and has the required external roles assigned.

Thanks,

Raj D Borad

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Abhilash Warrier 5,426 Super User 2025 Season 2 on at

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Hi,

Open your workflow configuration and verify that the "Assign to User" step correctly maps the intended user.

The user must have the required external roles and vendor-related permissions.

Go to System Administration > Security > Assign Roles and ensure the user has the right access.

The external user must be properly set up in the vendor profile. Check Vendor Setup > External Users to confirm the linkage.

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Arvind Bharti 720 Super User 2025 Season 2 on at

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Hi,

Can you please check the workflow configuration for this step, see if you have any auto step added ? Also would be great if you can share screenshot of configuration.

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Mathavan Ramakrishnan 23 on at

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Hi all, thank you for your response. It seems like my dev machine's batch services were not enabled, and after I enabled the batch services, the workflow steps were completed.

The invited user is now created in my system with System external user and Vendor prospect (external) roles.

Also, the email is added in my on-prem AD, but when I try to log in with the invited user, I'm getting an unauthorised error.

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