Approvals and workflow setup
4 minute read
Before configuring workflows, approvers must be set up. A user must be designated as an approver in each step of the approval process.
Access the Approval User Settings through selecting the 🔎 icon, enter Approval User Settings, and select the related link.
Information on the Approval User setup, and how to test the flow, please see: Set up approval users - Business Central | Microsoft Learn
Tip
End your approval chain with a user who has unlimited approval rights. This ensures the workflow can be completed, and prevents approvals from looping or going unresolved. To test that the approval user setup is complete, chose the Approval User Setup Test action in the menu.Note
If Progressus is installed, approvals behave diffrently, learn more here.Workflows
Workflows are used with Pryme AP Automation to automate document creation and set up document approvals. For detailed information on how to set up workflows in Microsoft Dynamics 365 Business Central, please see: Create approval workflows to connect tasks - Business Central | Microsoft Learn.
To set up workflows, select 🔎 and search for Workflows:
A new workflow can be created by the user or based on Workflow Templates. To create new workflows from a template, select New Workflow from Template in the menu.
Below follows documentation on the Pryme AP Automation workflows setup, Set up workflows for creation of incoming documents.
To set up workflows for automatic creation of Purchase documents from successfully read incoming documents, select the template Incoming Document OCR Workflow. Select if and which user should be notified about failed incoming documents and activate the workflow by clicking Enabled.
Set up workflows for document approvals
For document approvals the following workflows are available from the Workflow Templates:
| Workflow | Description |
|---|---|
| Pryme Purchase Invoice Approval Workflow | This workflow is used for approval of Purchase invoices on header level. |
| Pryme Purchase Invoice Line Approval Workflow | This workflow is used for approval of Purchase invoices on line level. |
| Pryme Purchase Credit Memo Approval Workflow | This workflow is used for approval of Purchase Credit memos on header level. |
| Pryme Purchase Credit Memo Line Approval Workflow | This workflow is used for approval of Purchase Credit memos on line level. |
Added Approver types to approval workflows in pryme AP Automation
In addition to the standard Approver and Workflow user groups types Salesperson/Purchaser, Pryme AP Automation adds two more Approver Types: Dimension Code and Project Manager. Below follows an explanation of how you can set up approvals based on Dimensions and Project Manager.
Dimension code: Select this option to set the approver based on dimension values. In the Dimension Code field, select which dimension code this workflow applies to.
- To define approvers: select 🔎 and search for Dimensions, select the Dimension Code entered in your workflow and select Dimension -> Dimension Values from the menu. In the list that opens, an approver can be selected for each Dimension Value. This user will now be the first in an approval flow for this Dimension Value.
Project Manager: Select this option to set the approver based on selected Project Manager on a project. For this option to work, it will be required that your invoice (lines) have a Project No. assigned, and that the *Project selected has a Project Manager assigned.
Tip
To ensure all invoices falls into an approval flow, use filters such as Project No.: ‘’ and Project No.:<>’’ when setting up workflows, to ensure all scenarios are covered.Header-Level Approval
When approval is at the header level, all lines share the same status as the header. This means:
- If the header is sent for approval, all lines are Pending Approval.
- If the header is Approved or Rejected, all lines follow that status.
- If the header is Open, all lines are also Open.
If the Purchaser Code is changed in the header, a prompt appears asking whether to update the Purchaser Code for all lines.
Line Approval for Purchase Documents
When approval is at the line level, users have the ability to approve individual purchase lines within documents. Each line can have its own status (Open, Pending Approval, Approved, or Rejected), providing more flexibility when handling approvals. Rejected lines can be modified and resubmitted.
This feature works alongside the existing workflow for approving the entire document, but only one workflow can be active at a time. For example, if lines are sent for approval, the header cannot be sent for approval, and vice versa.
With line-level approval, each line has its own approver. If there are multiple approvers, the header will show “Multiple Approvers.”
With header-level approval, all lines share the same approver.