Small and medium business | Business Central, N...

Notification of workflow

(7) Share

Report

Posted on by BBBCMAN

419

Hi All,

I have turned on the notify user on workflow once the purchase quote approved which works fine, the user is getting email on the same. But the content of the email doesn't really giving the information on the purchase quote has been approved.

Its just gives as follows. I wanted to modify this and give meaningful content about purchase quote has been approved.

You are registered to receive notifications related to
This is a message to notify you that:



Purchase Quote REQ requires your approval.
Amount 0	Approval Due Date 06/05/26
Vendor XXX	Purchase Quote REQ0 (Custom Link)

Categories:

Dynamics 365 Business Central

I have the same question (0)

All responses (7)

Answers (0)

Sort by

Suggested answer

YUN ZHU 101,995 Super User 2026 Season 1 on at

Like (3)

Report
Copy link

Link copied!

Hi, check the following

https://learn.microsoft.com/en-us/dynamics365/business-central/across-setting-up-workflow-notifications?wt.mc_id=DX-MVP-5004336#set-up-notifications

Thanks.

ZHU

Was this reply helpful? Yes No
Suggested answer

OussamaSabbouh 17,676 Super User 2026 Season 1 on at

Like (4)

Report
Copy link

Link copied!

Hello,
yes, this is standard BC behavior: the workflow approval email is generated from the generic Notification Email report, so it often says “requires your approval” because it is based on the approval notification/approval entry text, not a nicely written “Purchase Quote has been approved” message. To change the wording, you have two options: first, check the workflow response for the approved step and make sure you are using the correct response, usually notify sender when approval request is approved/rejected, not another “approval request” notification; second, if you want to change the actual email layout/text, Microsoft says you customize Report 1320 – Notification Email using a custom report layout/extension. So this is not usually changed from the workflow card only; the workflow controls when the email is sent, while Report 1320 controls much of how the email looks.
Regards,
Oussama Sabbouh

Was this reply helpful? Yes No
BBBCMAN 419 on at

Like (3)

Report
Copy link

Link copied!

Thanks for your kind reply. I am trying to customize 1320 in word and this is what I can see once export. Not sure how to change this, is the format look ok or anything missing.

Was this reply helpful? Yes No
Suggested answer

Mansi Soni 10,178 Super User 2026 Season 1 on at

Like (2)

Report
Copy link

Link copied!

Hello,

Kindly go through this small article which will provide you the required details.

https://learn.microsoft.com/en-us/dynamics365/business-central/ui-how-add-fields-word-report-layout

Hope this article will give you required insights!

Regards,
Mansi Soni

Was this reply helpful? Yes No
Gerardo Rentería Ga... 27,280 Most Valuable Professional on at

Like (2)

Report
Copy link

Link copied!

Hi, good day
I hope this can help you, and give you some hints.

Step-by-Step Guide to Word Reports in Business Central – Aardvark Labs

https://www.youtube.com/watch?v=P5kaEAXDR90

How to Customize Word Invoice Formats in Dynamics 365 Business Central - Encore Business Solutions

Best Regards
Gerardo

Was this reply helpful? Yes No
Suggested answer

Jainam M. Kothari 17,024 Super User 2026 Season 1 on at

Like (1)

Report
Copy link

Link copied!

May this can help : Setting up approval workflow notifications - Business Central | Microsoft Learn

Was this reply helpful? Yes No
Suggested answer

Grigorios Mavrogeorgis 2,544 Super User 2026 Season 1 on at

Like (1)

Report
Copy link

Link copied!

Hi,

To customize the notification email content for workflow approvals in BC, the main place to look is the report layout that generate the email body. Standard workflow notifications use a report (often "Notification Email" or similar in your version) and the layout is what controls what fields appear in the email.
Few things to try:
First, find the report used for workflow notification emails. Go to Report Layouts and locate the one in use. You can create a copy with Word or Excel layout and customize it to include more meaningful fields like Purchase Quote Description, lines, Total Amount with currency, vendor details, expected delivery date etc. Then set the new layout as the active one.

Second, check the Notification Setup page, both at user level and general setup, to confirm the notification type (Email) and that the right template is being used.
Third, for full control over the content, a small AL extension can subscribe to the workflow notification sending events and build a custom HTML email body with any fields you want from the Purchase Quote record. This is the most flexible approach if the layout customization is not enough.
Hope this help, Best regards

✅ Tick the checkbox below to mark the answer as verified, if it helped resolve your question.

Regards

Gregory Mavrogeorgis

Work: GMSOFT Limited
Blog: Inside Business Central
LinkedIn: www.linkedin.com/in/gregorymavrogeorgis

Was this reply helpful? Yes No