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PO Approval Workflow to Prevent Printing of the PO

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Posted on by RR-07061806-0

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Good day,

I'm testing the above and I noticed even though there are restrictions and the restrictions are met I'm still able to print. Please confirm that this is possible, which defeats the purpose of the workflow. Or I could be doing something wrong.

The PO is not even going to 'pending approval'.

Thanks

Regards

Rosemary

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Valentin Castravet 32,222 Super User 2026 Season 1 on at

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Approval workflows are generally only used to prevent a document from being posted until it has been approved. Using standard functionality, they do not prevent a user from printing the document.

If you want to prevent printing until the document is approved, this would need to be handled either through user process, meaning users would need to know not to print the document until it has been approved, or through a simple customization.

You can also vote for this idea here, as it seems other users are looking for this functionality as well.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Teagen Boll 1,509 Super User 2026 Season 1 on at

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I've had multiple clients bring this up as a feature they would want. It's not available out of the box.

As an alternative approach you can hide the Send feature from the users' role and then for the specific users who do need to send documents you can keep it displayed on their role. That still doesn't fix the problem but would be a temporary work around.

You could also conditionally hide the button but this would need to be a customization. Yun Zhu has a guide on this type of customization here: Dynamics 365 Business Central: Hide and show actions dynamically | Dynamics 365 Lab

Best,

Teagen

Catapult ERP

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RockwithNav 8,981 Super User 2026 Season 1 on at

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That's a valid request and the expectation but unfortunately any approval process and the workflow has nothing to do with the document printing, approval just works on the transaction posting.

Currently you need to go with a custom code for this.

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RR-07061806-0 958 on at

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Good day,

Thanks for the responses and yes, I did vote for the change. Where I'm at all customizations are outsourced, so we try to work with the policies and procedures, which may not always be practical.

Thanks

Regards

Rosemary

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RR-07061806-0 958 on at

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Good day,

The workflows I've been working with would be the templates that I copied, can I create one from scratch?

Regards

Rosemary

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Teagen Boll 1,509 Super User 2026 Season 1 on at

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Hi Rosemary,

Workflows can always be made from scratch. It is a bit timely to set them up that way so its recommended to use one of the templates and modify them first. I primarily just use the existing ones and modify them as needed.

If you do create them from scratch you need to build logic for all events and conditions and you want to make sure you will have all the scenarios covered.

See a list of workflow steps with the events that would need to be mapped for POs:

There are quite a few events so you would have to make sure you use the correct ones for the approval setup you are completing:

If you wanted to prevent the "Send" function you wouldn't be able to do that here. As others have mentioned a developer would need to create custom AL code to hide that field.

Best,

Teagen Boll

Work: Catapult ERP

Social: LinkedIn

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