Multi-Level Approval Workflows in Business Central

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Multi-Level Approval Workflows in Business Central

Their requirement looked like this:

  • Sales Order Approval Flow:

    • First approval → Sales Managers (any one of them can approve)

    • Second approval → Finance Managers (any one of them can approve)

    • Final approval → Director (only one user, final approver)

What is Multi-Level Approval in Business Central?

In Business Central, multi-level approvals are managed through Workflow User Groups.

  • Sequence No. (1, 2, 3, …) → defines the order of approvals.
  • Multiple users in the same sequence → means approvals happen in parallel for that sequence.
  • Standard BC logic → all users in a sequence must approve (AND logic).
  • If you need any one user to approve (OR logic), a customization may be required.

Step-by-Step Setup

1. Create a Workflow User Group

  • Go to Workflow User Groups in Business Central.

  • Add approvers with the correct Sequence Numbers.

Example setup:

  • Seq 1 → Sales Managers (2 users, either can approve)

  • Seq 2 → Finance Managers (2 users, either can approve)

  • Seq 3 → Director (1 user, final approver)
















Configure the Approval Workflow

  • Navigate to Workflows.

  • Create or copy the Sales Order Approval Workflow.

  • Add workflow steps to:

    • Lock the Sales Order when approval is requested.

    • Forward the request from Seq 1 → Seq 2 → Seq 3.

    • Remove restriction once the final approver approves.

    • Handle reject, cancel, and delegate scenarios.

















With this setup, you can achieve structured multi-stage approvals in Business Central and ensure proper control before a Sales Order is released.

Thank You,
   Dharmendra Chavda

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