How to Create a Workflow Using a Template in Business Central

Posted on: January 18, 2021 | By: Guy Logan | Microsoft Dynamics Business Central

Microsoft Dynamics 365 Business Central contains the functionality that allows for approval workflows throughout the system. With a workflow, users can connect business-process tasks performed by different users. System tasks, such as automatic posting, can be included as steps in workflows, preceded or followed by user tasks. Requesting and granting approval to create new records are typical workflow steps.

On the Workflow page, users can create a workflow by listing the involved steps on the lines. Each step consists of a workflow event (moderated by event conditions) and a workflow response (moderated by response options). Workflow steps can be defined by filling in fields on workflow lines using fixed lists of event and response values representing scenarios supported by the application code.

In this blog post, we will walk through the steps to creating a Workflow from a template provided by Business Central.

Set Up Workflow Users

Before a workflow can be created, the author must set up users who take part in workflows. This is necessary, for example, to specify who will receive a notification to act on a workflow step. On the Workflow User Group page, the author can set up users under Workflow User Groups and specify the users’ number in a process sequence, such as an approver chain. Workflow users that function as approval users, including approval requesters and approvers, must also be set up on the Approval User Setup page. Below are the steps necessary to set up workflow users.

  1. Choose the lightbulb that opens the Tell Me feature icon, enter Workflow User Groups, and then choose the related link.

  2. Click New Action to open the Workflow User Group page.

  3. In the Code field, enter a maximum of 20 characters to identify the workflow.

  4. In the Description field, describe the workflow.

  5. On the Workflow User Group Members FastTab, fill in the fields on the first line as described:

    • In the Username field, specify the user who will take part in workflows. The user must exist on the User Setup page.
    • In the Sequence No. field, specify the order in which the workflow user engages in a workflow relative to other users. This field can be used, for example, to specify when the user approves relative to other approvers when utilizing the Workflow User Group option in the Approver Type field on the related workflow response.
  6. Repeat step 5 to add more workflow users to the user group.

  7. Repeat steps 2 through 6 to add more workflow user groups.

Set Up Approval Users

Before workflows that involve approval steps can be created, the author must set up the workflow users who are involved in approval processes. On the Approval User Setup page, the author should set amount limits for specific types of requests and define substitute approvers to whom approval requests are delegated when the original approver is absent. Below are the steps necessary to set up approval users.

  1. Choose the lightbulb that opens the Tell Me feature icon, enter Approval User Setup, and then choose the related link.

  2. Create a new line on the Approval User Setup page, and then fill in the fields as described in the following list:

    • In the User ID field, select the user ID of the user who is involved in the approval process.
    • In the Salesperson/Purchase Code field, specify the salesperson or purchaser code that applies to the user in this field.
    • In the Approver ID field, select the user ID of the user who must approve requests made by the user in the User ID field.
    • In the Sales Amount Approval Limit field, specify the maximum sales amount in LCY that the user in the User ID field can approve.
    • In the Unlimited Sales Approval field, specify that the user in the User ID field can approve all sales requests regardless of their amount.
    • In the Purchase Amount Approval Limit field, specify the maximum purchase amount in LCY that the user in the User ID field can approve.
    • In the Unlimited Purchase Approval field, specify that the user in the User ID field can approve all purchase requests regardless of their amount.
    • In the Request Amount Approval Limit field, specify the maximum amount in LCY that the user in the User ID field can approve for purchase quotes.
    • In the Unlimited Request Approval field, specify that the user in the User ID field can approve all purchase quotes regardless of their amount.
    • In the Substitute field, select the user ID of the user who must approve requests made by the user in the User ID field if the user in the Approver ID is not available.
    • In the Email field, enter the email address of the user in the User ID field.
    • In the Approval Administrator field, select the user who has rights to unblock approval workflows, for example, by delegating approval requests to new substitute approvers and deleting overdue approval requests.
  3. Create Workflow from TemplateTo test the approval user setup, choose the Approval User Setup Test action.

  4. Repeat steps 2 and 3 for every user who you want to set up as an approval user.

Create a Workflow from a Template

To save time when creating new workflows, users can take advantage of existing workflow templates. Workflow templates are non-editable workflows that exist in the generic version of Business Central. The codes for Microsoft’s workflow templates are prefixed with “MS-”.

  1. Choose the lightbulb that opens the Tell Me feature icon, enter Workflows, and then choose the related link.

  2. Choose the Create Workflow from Template action to open the Workflow Templates page.

  3. Select a workflow template, and then click the OK The Workflow page opens for a new workflow containing all the information of the selected template.

    • The value in the Code field is extended with, for example, “-01” to indicate that this is the first workflow that is created from the workflow template.
  4. Proceed to create the workflow by editing the workflow steps or adding new steps.

Next Steps

Logan Consulting is an experienced Microsoft partner who has helped many businesses adopt and customize ERP solutions like Business Central. If you have any questions about Business Central or are interested in learning more about the platform, contact us to find out how we can help transform your business.



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