Multiple Level Approval Workflow

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Posted on by yossy55

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Hi,

I am trying to create 3-level approval workflow in BC demo campany.

Solved: Workflow user group - Approval Sequence

Currently, the status of 3rd level users (Sequence No. 3) won't change from "Created" to "Open".

I created Workflow User Group and set Sequence No.
My approval workflow is below.

When one of the 1st level approvers approved a Purchase Order, the status for the 2nd approvers changes to "Open".
However, even though the 2nd level approver approved Purchase Order, the status of the 3rd approver doesn't change from "Created" to "Open".

Would you please give some advice?

Thank you.

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Dynamics 365 Business Central

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YUN ZHU 99,084 Super User 2026 Season 1 on at

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Here is a setting for 2-level approval that I have tested before. I hope it can give you some tips.

Thanks.

ZHU

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Sohail Ahmed 11,169 Super User 2026 Season 1 on at

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In a multi-level approval workflow you must make sure that the Workflow User Group and the Approval Sequence No. match the steps in your workflow.

In your case the 3rd approver stays at Created because there is no workflow step that tells BC to send the request after level 2. Add separate workflow steps for each sequence:

Sequence No. 1 → send approval request.

Sequence No. 2 → send approval request when No. 1 is approved.

Sequence No. 3 → send approval request when No. 2 is approved.

Each step must explicitly reference the Sequence No. in the On Condition column, otherwise BC won’t move the request forward.

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yossy55 300 on at

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Thanks for your advice, YUN and Sohail,

I created and tried the approval workflow.
I added "Send approval request for the record and create notification" in line 3 and 4, which are Sequence No. 2 and No.1.
Sequence No.1 could send approval request to Sequence No.2 when a user in Sequence No.1 approved the request.
Then, a user in Sequence No.2 approved the request.
However, Sequence No.2 could not send approval request to Sequence No.3.

I think I missed something, but I am not sure what it is.

Are there any way to send approval request from Sequence No.2 to Sequence No.3?

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Khushbu Rajvi. 22,130 Super User 2026 Season 1 on at

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https://www.youtube.com/watch?v=XWXbfOvAKZ0

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Khushbu Rajvi. 22,130 Super User 2026 Season 1 on at

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Please check this too: https://community.dynamics.com/blogs/post/?postid=289fbe52-a2dc-ef11-a730-000d3a102656

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Jeffrey Bulanadi 9,112 Super User 2026 Season 1 on at

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Hi,

Multi-level approval workflows can be deceptively tricky, especially when relying on Workflow User Groups to manage escalation. The issue you’re facing, where Sequence No. 3 remains stuck at “Created”, usually stems from missing or misconfigured workflow steps that prevent the next level from activating.

Here’s how to resolve it:

BC doesn’t automatically cascade approvals through Workflow User Group sequences unless each level is explicitly triggered by a workflow response.

You’ll need to define separate workflow steps for each approval level, with conditions that reference the previous sequence’s approval status.

To model a clean 3-level approval flow:

Step 1: When a Purchase Order is created, send approval request to users with Sequence No. 1.

Step 2: When Sequence No. 1 approves, send approval request to users with Sequence No. 2.

Step 3: When Sequence No. 2 approves, send approval request to users with Sequence No. 3.

Each step must be defined in the workflow configuration with its own condition and response. Without this, the system won’t know to transition the next group’s status from “Created” to “Open.”

Also make sure:

The workflow is enabled and published after changes.

All users in the Workflow User Group have the correct sequence numbers.

You’re monitoring the “Approval Entries” page to confirm status transitions.

Helpful Reference
Approve or reject documents in workflows - Business Central | Microsoft Learn
How To Setup Approval Workflows In Business Central - Business Central Geek

If you find this helpful, feel free to mark this as the suggested or verified answer.

Cheers
Jeffrey

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Sumit Singh 11,757 Super User 2026 Season 1 on at

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Hi Yossy,

You can try this just to check:-

Have both Sequence No. 2 users approve. Then Sequence No. 3 will change from Created to Open.

If you want only one person at “level 2” to be enough:

Keep a single user at Sequence No. 2, or

Give the two users different sequence numbers (e.g., 2 and 3) to make it strictly serial, or

Don’t use a Workflow User Group for that step; use the approver chain model if you want “first qualified approver” behavior.

Mark the Boolean true “Does this answer your Question” if this was Helpful.

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yossy55 300 on at

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Hi Khuhshbu,

Thanks for the link.

The 2-level approval workflow works fine, but the 3-level or higher approval workflow doesn't work. The 2nd level approver cannot send an approval request to the 3rd level approver.

Regards

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yossy55 300 on at

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Thanks Jeffrey and Summit!

It's OR approval. At least one approver from each level needs to approve the request.

The 2nd level approver cannot send an approval request to the 3rd level approvers.

Step 1: When a Purchase Order is created, send approval request to users with Sequence No. 1. -> OK
Step 2: When Sequence No. 1 approves, send approval request to users with Sequence No. 2. -> OK The 2nd level approver status=Created->Open
Step 3: When Sequence No. 2 approves, send approval request to users with Sequence No. 3. -> NG: The 3rd level approver status=Created

I think I miss On Condition settings, but I am not sure.

1. On Condition: Sequence No. = 1, Pending Approvals >0

2. On Condition: Sequence No. = 2, Number of Approved Requests >0

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Cenzo 336 on at

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https://learn.microsoft.com/en-us/dynamics365/business-central/across-use-workflows Reffer that

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