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Business Central forum

Item Approval Workflow

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Posted on by 810

How do I configure an Item Approval Workflow? Have have successfully configured the Purchase order approval and it works but I do not see the columns to configure the Item workflow. The workflow buttons are on the ribbon in the item card window.

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  • Suggested answer
    AJAnsari Profile Picture
    5,754 on at

    Hi Ezra,

    From the Search icon in Dynamics 365 for Financials, search for "Workflows". From the Workflows page, click on "New Workflow from Template" in the ribbon, and in the list that pops up, look for "Item Approval Workflow" under the Sales and Marketing section. Click on it and Click OK.

    An Item Approval Workflow will be created, and a unique Code will be assigned to it. You can rename it to something more user-friendly if you like. Then be sure to click on the Response for each Workflow steps and review it (it's also a good idea to review Events and Conditions). Some rows may have more than one response, and they are identified with a (+) before the response description. Also, some responses may need additional information (like a user name, a journal template name, batch name, etc. - there are just general examples, and may not apply to this Item Approval Workflow).

    You can remove or add more rows of events. When done, click on Enabled. The system will then begin enforcing your Item Approval workflow.

    Hope this helps!

  • Ezra Nielsen Profile Picture
    810 on at

    Is it possible to have a different Approver for the Item Setup vs the Purchase Order Approval?

  • Verified answer
    AJAnsari Profile Picture
    5,754 on at

    You sure can! You'd start by creating Workflow User Groups. Make one for Purchase Order Approvers, and one for Item Approvers. For each, define the User(s) who will be doing the approving. You can have multiple people defined as approvers (and set a Sequence No. so you know who has to approve first).

    Then, in the Workflow (let's use the Item Approval Workflow in my previous example; be sure to uncheck the Enabled flag for the Workflow before changing it), look at the first Workflow Step (the response reads "(+) Add record restriction."). Click the response, and in the window that pop up, click on the second row (which reads "Create an approval request for the record using approver type Approver and approver limit type Direct Approver.")

    Notice the Options that appear for the selected response. Find the field called "Approver Type" and change the value to "Workflow User Group", and in the field below it, select the Workflow User Group code that you've created for Item Approvers.

    Click OK. Enable the Workflow again. Now you have a specific set of approver(s) for Item Approval.

    Repeat the process with your Purchase Approval Workflow. Sit back, and take another sip of that delicious coffee. :)

  • Ezra Nielsen Profile Picture
    810 on at

    Thank you AJ you have been most helpful!

  • AJAnsari Profile Picture
    5,754 on at

    My pleasure, Ezra!

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