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Workflow Final Approver

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Posted on by Isaac1400

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Hi,

We have a number of workflows across multiple entities where we have a final approver. That final approver has left and workflows will now fail where the final approver step maybe required to come into play.

Is there away to identify where this final approver is and on which workflows and also a way to replace this final approver on mass rather than going into each workflow?

Thanks

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Dynamics 365 Finance

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Sohaib Cheema 49,677 Super User 2026 Season 1 on at

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Hi,

Of course, you can dig into the SQL tables or data entities to find where the final approver is and try to replace/update it, but that may lead to corruption of the workflow configuration, as this configuration is saved using specific workflow control/UI. I would not take such a risk.

I would rather solve the problem in three steps:

1) Set up the delegation.
Do not disable the user who has left (from the user list), and set up a delegation on their user ID for all workflows.

2) For every workflow, review the final approver and update the configuration.

3) undo step#1 (Disable Delegation)

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CA Neeraj Kumar 5,099 Super User 2026 Season 1 on at

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Hi @Isaac1400,

To identify the number of instances where Final approver account is defined, you can use the table browser.

Table name: WorkflowElementTable

If numbers are less or manageable to do the editing from workflow designer, you must do it from workflow designer.

If not, then do a proper testing with data entities : WorkflowElementEntity.

If that particular user id can be kept "enabled" then workflow deletion is the best thing that can be used as of now [as suggested by @Sohaib Cheema]

Regards,

Neeraj Kumar

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André Arnaud de Cal... 303,924 Super User 2026 Season 1 on at

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Hi Isaac,

There is no mass replacement option. Sohaib mentioned using the delegation, but I would not recommend keeping a user active when the person has left the company. Apart from a possible security risk, the user will then appear on license reports. It can be used for a short moment to finalize pending workflow instances.

You can find the final approvers in the table WorkflowElementTable, field FinalApproverAccount. You can use the table browser and filter on this column.

With each ConfigurationId, you can filter the table WorkflowVersionTable.

This table has the WorkflowTable field. If you click on the field or hover above it, you will get information about the workflow name. From there, you can take action and edit the workflows one by one and activate a new version.

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