Using Workflows in Business Central allows for enabling the notifications for users to complete approvals of business processes.
Using the "Approver Limit Type" field allows for configuring the behaviour of how the approval is to testing the amounts and how the approval should be routed too.
Using the (+) Add Record Restriction the workflow can be configured to control how the approval request entries are created and routed for appoval.
Followign examples are used to describe the approval configuration and how they work with the approval user and approval configuration.
| User | Approver | Approval Limit |
| User 1 | User 2 | 500 |
| User 2 | User 3 | 1000 |
| User 3 | Unlimited | |
| User 4 | 500 |
Approver Chain – This option creates approval request entries for users based on the approval hierarchy starting with the first approver. The related configuration provides for self approval if a users limit is set with an amount and the order is of a certain total value.
Using the example, the following provides a sample of how the approval request entries generated:
| Order Amount | Approval Request Entries | Notes | |
| Approver ID | Status | ||
| < 500 | User 1 | Approved | The Order will be automatically released |
| > 500 and < 1000 | User 1 | Approved | Only User 2 will approve. Order will be released once approved. |
| User 2 | Open | ||
| > 1000 | User 1 | Approved | User 2 will still get an approval request regardless of the Approver limit and will go to User 3 as the last approver. Once User 3 approves, the order will be released. |
| User 2 | Open | ||
| User 3 | Created | ||
Direct Approver – Only the Direct Approver is required for the approval request, regardless of the approval Limit type
| Order Amount | Approval Request Entries | Notes | |
| Approver ID | Status | ||
| < 500 | User 2 | Open | The approval request will go directly to the Immediate approver of requester (User 1) which is User 2, regardless of the limit / order amount |
| > 500 and < 1000 | User 2 | Open | |
| > 1000 | User 2 | Open | |
First Qualified Approver – The approval request entry is only created for the first qualified approver of the requester.
| Order Amount | Approval Request Entries | Notes | |
| Approver ID | Status | ||
| < 500 | User 1 | Approved | The Order will be automatically released |
| > 500 and < 1000 | User 1 | Approved | Only User 2 will approve as he is the First Qualified Approver / approver within the approval limit. |
| User 2 | Open | ||
| > 1000 | User 1 | Approved | An approval request will not be created for User 2 as he is not the First Qualified Approver / approver within the approval limit |
| User 3 | Open | ||
Specific Approver – The user is prompted to select a User ID to send the approval request. Using this setting the approval user setup hierarchy and limits are ignored and only the specific approver is notified/required. In the follwoing example, User 4 is selected as the specific user ID
| Order Amount | Approval Request Entries | Notes | |
| Approver ID | Status | ||
| < 500 | User 4 | Open | The approval request will go directly to the User 4, regardless of the limit / approval hierarchy. Once approved, the order will be released. |
| > 500 and < 1000 | User 4 | Open | |
| > 1000 | User 4 | Open | |