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Item Approval Workflow - enforcement

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Posted on by Community Member

Hi all

Trying to implement the Item Approval Workflow. The out of the box version is easy enough to set up, however it does not enforce approval ie if the user creates an Item, the approval is optional.

I have changed the item templates so new items are set to blocked, but users can just unblock them themselves.

Does anyone have any suggestions on how we can set it up so that any new records or changes to existing ones must be approved before the item can be used?

Thanks!

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Dallefeld 193 User Group Leader on at

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RE: Item Approval Workflow - enforcement

The functionality that you explain is the desired action as designed.

The work around is also want you explain, block the record.

You might consider limiting edit ability to the items.

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MahGah 15,529 on at

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RE: Item Approval Workflow - enforcement

Hi

As Kim mentioned you need some workaround for this.

if you are on SaaS you can use the following free app to remove the user access to Block field and hence only users with permission can unblock the item

appsource.microsoft.com/.../PUBID.netsmartz|AID.fieldsecuritylevel|PAPPID.01caa6a8-90b0-461c-9288-ef3a30c692d4

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JAngle 123 on at

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RE: Item Approval Workflow - enforcement

Is disabling personalisation an option? That way you could hide the blocked field. If a user has a genuine reason to block you could create a process with power automate for that. Or a power app in Teams. If the Blocked field is missing it will force a user to use the approval as errors appear if that item is chosen

Info on disabling personalisation: https://yzhums.com/20791/

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Guy McKenzie 1,332 on at

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RE: Item Approval Workflow - enforcement

This bit of functionality is something I have always found a bit basic with no ideal neat solution to control the right user behaviours.

I have recently created a power app to create items using Microsoft forms and an approval workflow outside of BC that then creates the item in BC upon completion of approval.

it is far superior to anything in BC and it is easy to build structured naming and coding conventions. I’d suggest looking down this avenue.

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Community Member on at

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RE: Item Approval Workflow - enforcement

Hi Benken

If you used the standard Item Approval workflow and changed the "When Event" to "An Item record is changed", it would trigger when a new item template is selected.

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S.Kawamura 1,530 on at

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RE: Item Approval Workflow - enforcement

Hi,

If you are able to use Power Automate, you can use Power Automate's Cloud Flow to detect that an item master record has been created in BC and edit the Blocked field.

I have experience doing the same thing with a customer master, and the procedure for doing so is described below.
How to Setup Workflow of D365BC #9 | IT長のネタ帳 (d3654.be)
See section "5. Power Automate trigger BC workflow for the new customer." and replace customer to item.

I hope this helps you.

S.Kawamura

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JBlues 5 on at

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RE: Item Approval Workflow - enforcement

Thank you so much for this direction. I have attempted to replicate, but unfortunately I am not successful. I am on Cloud Dynamics Business Central Wave 2.

When attempting to put ALL in the blocked field it forces me to choose a Boolean, won't let me choose otherwise. I chose Yes/True.

I am able to put the Expression Null() in, but it effectively updates it to False -> shows successful.

It never triggers the Approval.

What I see ->

Blocks it, then immediately unblocks - so no change. I was hoping that it would still trigger, but seems it will not. I will try to take your lead and research a bit more using this methodology, but wanted to say as written it is no longer functioning.

Further Note.

Cloud flows only allows "When a Record is created (V3) or (V2)" your Screenshot indicates it is likely the V1 as it has no version after it.

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