Subcontractor statement approval workflow

Subcontractor statement approval workflow

The subcontractor statement approval workflow lets you send subcontractor statements for approval, create approval requests, and automatically update the statement status based on the workflow result. 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.

Before you start

Before a subcontractor statement can be sent for approval:

• an approval workflow for Subcontractor Statement must be enabled
• the subcontractor statement must contain entries

If there is nothing to approve, the system shows an error. If no workflow is enabled, users can still approve statements manually, but no approval requests will be created.

Set up the workflow

1. To set up the workflow, select the 🔎 icon, enter Workflows, and select the related link.
2. A new workflow can be created by the user or based on Workflow Templates. To create a workflow from a template, select New Workflow from Template.
3. For subcontractor statement approvals, use the template Pryme Subcontractor Statement Approval Workflow. After the workflow is created, enable it.
4. The workflow must use the approver type Subcontractor Statement Approver. This approver type takes the Approver ID from the subcontractor statement card. The Approver ID on the statement is populated automatically from the Project Manager, but it can also be changed manually before sending the statement for approval.

How the workflow works

When a subcontractor statement is sent for approval, the workflow:

• Restricts record usage
• Sets the statement status to Pending Approval
• Creates approval requests
• Sends the approval request
• Approves, rejects, cancels, or reopens the subcontractor statement depending on the workflow outcome

Approver selection

The approver is determined from the subcontractor statement.

• If a Project Manager is assigned on the statement, that user becomes the approver.
• If no Project Manager is assigned, the user can select an approver manually.
• Users cannot select themselves as approver, unless they are Approval Administrators.

View approvals

You can open the approval entries for a subcontractor statement to review all workflow entries connected to that record.