Approval workflows in Business Central

Approval workflows in Business Central

Microsoft Dynamics 365 Business Central (BC), offers a feature many of its competitors struggle with — a user-centered automatable workflow tool. This feature, which is powered by Microsoft’s AI developments, frees up your staff from dealing with menial inputs so that they can focus on delivering their best work. You can set up and use workflows that connect business-process tasks performed by different users.

What is a workflow?

Workflows connect different users’ interrelated tasks. Two very common uses for workflows are requests and approvals to create new records, but you can certainly use them for more complicated work. Things like automatic posting and payment approvals can also be included in workflows as an automated step before or after a predefined user task.

How do I set it up?

Before creating new workflows, it’s important for you to know that Business Central includes a number of preconfigured workflows, “workflow templates”, that you can copy to create your own workflows. Please refer to the online help provided by Microsoft on “How To Create a workflow from Workflow Templates”.

To use workflows, you need to first set up workflow users and approval users. You’ll also need to determine how users will receive notifications about workflow steps.

To set up workflow users, click on the magnifying glass icon and type Workflow User Groups. Choose New, which will open Workflow User Group. In the Code field, enter the name of your workflow; you can provide a description in the Description field to use as reference for workflows and tasks. Move on to the Workflow User Group Members FastTab and fill out the fields to input users who will be allowed to take part in the workflow.

To set up approval users, click on the magnifying glass icon and enter Approval User Setup. Here you can define the approval limit for each user and also set substitute approvers. It can go up the chain and you can approve various levels based on your approval limits.

Example of an Approval Workflow
This video shows how to set up a workflow that will require someone to request someone else's approval before they can change information about an existing customer or create a new customer.


With such a robust ERP solution, some setup difficulties may be inevitable. At WhiteOwl, we understand that our role as a provider does not end at the sale — we’ll be there for you to overcome any difficulty you may encounter during deployment and implementation. Contact us today to schedule your Business Central deployment consultation.


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