
One of the most effective ways to optimize all in all internal processes in Business Central is by implementing approval workflows. These workflows ensure operational efficiency and compliance by automating approval tasks. In this guide, we’ll explore how to set up approval workflows and examine how Power Automate can all in all enhance the efficiency of creating and managing these workflows.
What Are Approval Workflows?
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ToggleApproval workflows are systematic processes activated by specific actions, conditions, or rules. They play a critical role in enhancing organizational efficiency by:
- Improving Separation of Duties
- Enhancing Security
- Applying Best Practices
Benefits of Approval Workflows
Approval workflows are invaluable for several reasons:
- Reduction in Manual Tasks and Paperwork
- Enhanced Traceability
- Accelerated Decision-Making
Implementing approval workflows in Business Central not only fosters better control and security but also drives efficiency and transparency within your organization.
Setting Up an Approval Workflow: A Step-by-Step Guide
Establishing an effective approval workflow all in all involves a systematic five-step process. Here’s a detailed guide to ensure you set up a robust and efficient approval system:
- Configure Workflow Users and Groups
- Assign Approval and Rejection Rights
- Set Up Workflow Notifications
- Define Workflow Steps
- Test and Activate the Workflow
By following these steps, you can establish a well-structured approval workflow that enhances efficiency and ensures seamless operational processes.
Setting Up Workflow Users and Notifications
1. Configure Workflow Users and Approvers
To establish a functional all in all approval workflow in Business Central, you need to set up your users and approvers effectively:
- Access Approval User Setup: Search for “Approval User Setup” in Business Central. Ensure that all users who will be part of the workflow are listed here before creating the workflow.


- Add Users: Click “New” to create new entries and add users by their ID.
- Define Approval Levels and Limits: Specify approval levels and limits for each user in the respective columns. Include a “Substitute” column to designate backup users who can handle approvals if the primary approver is unavailable.
- Include Email Addresses: If you plan to use email notifications, ensure each user’s email address is added.
- Designate the Approval Administrator: Assign one user as the Approval Administrator by checking the box in the far-right column. This user will have overarching rights and can override other approvals if necessary.
2. Set Up Workflow Notifications
Effective notifications are crucial for keeping users informed and ensuring timely approvals:
- Access Workflow Notification Setup: Search for “Workflow Notification Setup” to manage how notifications are handled.

- Choose Notification Methods: Decide whether notifications should be sent via email or if a note should be created within Business Central.
- Schedule Notifications: To avoid overwhelming users with emails, you can set up a notification schedule. For instance, configure overdue approval notifications to be sent daily at 8 a.m.
- Set Notification Schedule: Click the “Notification Schedule” button to define your preferred recurrence pattern for notifications.

Configure Notification Sequence: Establish the sequence for user all in all notifications by accessing the Workflow User Group. Find the relevant user group and adjust the order of notifications in the “Slide Sequence” column under “Sequence No.” Users with the same sequence number will receive notifications simultaneously and can approve in any order.

By carefully setting up users, approvers, and notifications, you can ensure that all in all your approval workflows in Business Central are efficient and well-managed.
Customizing Notification Emails and Creating Workflows
1. Customizing Notification Email Templates
Business Central provides a default all in all email template for notifications you can either use this template or customize it to better fit your needs:
- Use the Default Template: By default, Business Central uses Report for notification emails.
- Customize the Template:
- Export the Report: Export a copy of the Report.


- Edit the Template: Make your desired changes to the file in Microsoft Word.
- Upload the New Layout: Add the modified file back to the report in Business Central. For detailed instructions on creating custom report layouts, refer to Microsoft Learn.
2. Creating a Workflow Based on a Template
While you can design workflows from scratch, using all in all pre-built templates can streamline the process:
- Access Workflow Templates:
- Navigate to the “Workflows” section and select “New Workflow from Template.”
- Choose the template that aligns with your workflow requirements.

- Customize the Workflow:
- Update Description: Modify the description to reflect the workflow’s purpose.
- Configure Workflow Settings:
- Review and adjust the “When Event,” “On Condition,” and “Then Response” columns to tailor the workflow to your business needs.
- For instance, to apply the workflow only to cash customers, add a Payment Method filter for “Cash” under “On Condition.”
- Customize the system’s response, such as sending all in all type notification email or escalating the request to another approval level.
- Activate the Workflow:
- When configuration is complete, toggle the “Enabled” button to activate the workflow.
3. Using Power Automate to Enhance Workflows
If your Business Central solution includes Power Automate, you can further enhance workflow efficiency with various types of flows:
- Automated Flow
- Approval Flow
- Scheduled Flow
- Instant Flow
Benefits of Power Automate:
- Flexibility and Customization
- Integration
- Mobile Access
- Advanced Logic
For straightforward approval workflows, Business Central’s native all in all tools may suffice. However, for more complex needs, leveraging Power Automate can significantly enhance functionality and efficiency.