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Multilevel Role Based Approval Workflows

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Posted on by CU10030923-0

How to run multilevel role-based approval workflow:

if a user has 3 roles for example business manager /accountant and company hub but when user login with company hub that user should be able to approve record and when user login from accountant or business manager then user can not approve that same record.
So, how can i handle this role-based approval workflows in business central?

can it be handled by natively or i have to do customization (al code) for it?

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Dynamics 365 Business Central

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André Arnaud de Cal... 303,730 Super User 2026 Season 1 on at

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What Dynamics 365 solution are you referring to? You posted the question for Dynamics 365 general, but your question could be related to either Power Automate, Dynamics 365 F&O, or Business Central.

As you mentioned "al code", are you using Dynamics 365 Business Central?

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Valentin Castravet 32,210 Super User 2026 Season 1 on at

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If you're referring to the Role Center/Profile a user is assigned, there is no connection in the system between the Role Center/Profile and Approval Workflows. The Profile only determines what the user sees in the system, while Approval Workflows are configured based on the User ID. There are many ways to set up approval workflows, but fundamentally, the approver is determined by the User ID, not by the Profile assigned to the user.

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

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YUN ZHU 99,090 Super User 2026 Season 1 on at

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As Valentin mentioned, this is not possible in the BC standard.
I think you can try Power Automate, where it can be linked to Security Group, etc.

https://learn.microsoft.com/en-us/dynamics365/release-plan/2023wave1/smb/dynamics365-business-central/new-approval-workflow-experience-templates-power-automate

Thanks

ZHU

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CU10030923-0 27 on at

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Hii @Valentin Castravet ,

Thanks for your response!

I just want to clarify whether this can be achieved using Power Automate or if customization (AL Code) is required.

If it is possible, could you provide a valid link for this approach?

Thanks!

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Jainam M. Kothari 15,805 Super User 2026 Season 1 on at

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Hello,

Business Central Has Native Capabilities to Create the Approval Workflows :

Business Central provides robust workflow capabilities, including approval workflows. You can set up workflows that connect business-process tasks performed by different users, and specify how users receive notifications about workflow steps. However, the native functionality does not support conditional approval permissions based on the role the user logs in with.

May this Can help : https://learn.microsoft.com/en-us/dynamics365/business-central/across-set-up-workflows

For Custom Approval Workflows :

May this can help : https://www.mercuriusit.com/create-a-custom-approval-workflow-in-d365-business-central/

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Khushbu Rajvi. 22,132 Super User 2026 Season 1 on at

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Hope this helps: https://mohana-dynamicsnav.blogspot.com/2025/01/multi-level-user-group-approval.html

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

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Vahid Ghafarpour 12,228 Super User 2026 Season 1 on at

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