Note: The app is currently not available as new features are being added. The next version will be released with 2.0.0.0
. Current Version: 1.0.5.0as of Business Central 23.
Manual
Creation date: 2024/04/25 The current version of this manual can be found at:
☰ Contents
General
App Extended Approval Workflow With this app multiple approval admins can be assigned. Additionally there is the option to define limited approval administrators which can see the approval entries but cannot delegate them...
Setup
Extended Approval Workflow Setup In this table the standard setup for the Extended Approval Workflow is carried out...
Approval User Setup In the Approval User Setup a new field Limited Approval Administrator has been added. If this field is active, the user can also track other approval processes on the documents. However, he cannot delegate them...
Approval Role On this page, settings can be made to configure the composition of each role. This ensures that the roles can be individually defined...
Approval Steps The Approval Steps is a dedicated table for defining specific approval steps e.g. the approval chains...
Approval Role Mappings This page will allow setting up which persons (a single user or a group of users) will be the approvers for which role including the definition for which company and furthermore for which record this definition should be valid...
User Absences This page enables the definition of which User is absent in which time frame...
Approval Substitutes This page enables the general definition of which User or Workflow User Group substitutes a specific User, either general or dependent on time frame, Approval Role or Workflow Code...
Tasks
Document specific approval workflows In BC Standard, it's not possible to setup an Approval Workflow which fetches the required approvers directly within the purchase / sales document...
Appendix
Release Notes
Docs / NVXEAW Extended Approval Workflow / General General
With this app multiple approval admins can be assigned. Additionally there is the option to define limited approval administrators which can see the approval entries but cannot delegate them.
In the Approval User Setup a new field Limited Approval Administrator has been added. If this field is active, the user can also track other approval processes on the documents. However, he cannot delegate them.
For more information, see Limited Approval Administrators.
Docs / NVXEAW Extended Approval Workflow / Setup Approval Role
On this page, settings can be made to configure the composition of each role. This ensures that the roles can be individually defined.
Examples for intended roles can be:
Accountant
Controller
Management Board
Etc.
Fields
Company Code
<
Specifies the legal entity involved in the approval process. If the column is empty, then the row applies to all companies. All records with company code have higher priority than a record with empty code.
Code
That is the code that identifies each role.
Description
The description of each role.
Use Assigned User
Specifies if the Assigned User ID of the Purchase / Sales Header is used for this Approval Role.
Approval Method
The Approval Method indicates whether one or all approvers must grant their approval in case if a User Group is assigned to an Approval Role.
Only Notification
This setup defines whether it is an approval or just a notification.
The Approval Steps is a dedicated table for defining specific approval steps e.g. the approval chains.
Fields
Company Code
Specifies the legal entity involved in the approval process. If the column is empty, then the row applies to all companies. All records with company code have higher priority than a record with empty code.
Workflow Code
This field refers to the Workflows (1500) table. Defines the code of the related workflow (e.g., Purchase Order Workflow, Purchase Invoice Workflow).
Stage
Specifies the order of the Approval Steps. Multiple stages can be defined. It is also possible to define Approval Steps with the same Stage for the same Workflow (parallel Stages).
Approval Role Code
Predefined Approval Rolescan be selected. These are the roles involved in the approval process.
Limit
Limit 0 means that this role must approve INDEPENDENT of amount to approve (e.g. everything above 0). Limit <> 0 (e.g. 50.000) means that this role must approve everything ABOVE this limit. So, Role X must approve, if amount is ABOVE the limit (and Roles with lower limits must approve as well to document that they have checked, too).
Approval Method
The Approval Method indicates whether one or all approvers must grant their approval in case if a User Group is assigned to an Approval Role.
Only Notification
This setup defines whether it is an approval or just a notification.
Actions
Next Stage
The next available stage number is assigned.
Move up
The stage moves up by one, e.g., stage 2 becomes stage 1, and stage 1 automatically receives the new stage number 2.
Move down
The stage moves down by one, e.g., stage 2 becomes stage 3, and stage 3 automatically receives the new stage number 2.
This page will allow setting up which persons (a single user or a group of users) will be the approvers for which role including the definition for which company and furthermore for which record this definition should be valid.
Example:
Company Code (PK)
Role Code (PK)
Table ID (PK)
Table Code (PK)
Type (User, Workflow User Group)
Code
CRONUS
ACC
User
Huber
My Company
ACC
User
Maier
CRONUS
CO
349
Dim. Value I
Workflow User Group
DIM_I_APPR.
CRONUS
CO
349
Dim. Value II
Workflow User Group
DIM_II_APPR.
• Line 1: In company CRONUS, the User “Huber” will be the approver for the Approval Role “Accountant”, independent of the table / record which must be approved.
• Line 2: In company My Company, the User “Maier” will be the approver for the Approval Role “Accountant”, independent of the table / record which must be approved.
• Line 3: In Company CRONUS, the Workflow User Group “DIM_I_APPR.” will be the approvers for the Approval Role “Controller”, but only for the Dimension Value I.
• Line 4: In Company CRONUS, the Workflow User Group “DIM_II_APPR.” will be the approvers for the Approval Role “Controller”, but only for the Dimension Value II.
• Important: For Approval Roles where “Use Assigned User” is set to YES, no “Approval Role Mapping” may be created, because in this case, the Approval User will be fetched directly from the Purchase / Sales Header field “Assigned User ID”.
Fields
Company Code
Specifies the Company involved in the approval process.
Role Code
Specifies the Approval Role involved in the approval process.
Table ID
Determines the table to which the Approval Role Mapping is linked.
Table Code
Determines the record to which the Approval Role Mapping is linked.
Type
Defines if it is one User or a group of Users.
Code
Defines the code of the User or of the Workflow User Group.
Docs / NVXEAW Extended Approval Workflow / Setup User Absences
This page enables the definition of which User is absent in which time frame.
Fields
User Name
Specifies the User which is absent.
Absent From
Specifies the Date beginning from which this User is absent.
Absent To
Specifies the Date until this User is absent.
Is Absent
Boolean field which defines if a User is currently absent. Non-editable, will be automatically set by a Job Queue Entry.
This page enables the general definition of which User or Workflow User Group substitutes a specific User, either general or dependent on time frame, Approval Role or Workflow Code.
Fields
Company Code
Specifies the Company involved in the approval process. Lookup to table 2000000006 Company. If the column is empty, then the row applies to all companies. All records with company code have higher priority than a record with empty code.
User Name
Specifies the User which is substituted.
Substitute Type
Specifies if the User is substituted by a User or a Workflow User Group.
Substitute Code
Defines the code of the User or of the Workflow User Group.
Substitute Approval Method
The Substitute Approval Method indicates whether one or all substitutes must grant their approval in case if a Workflow User Group is assigned.
Date From
Specifies the Date beginning from which this substitute is valid.
Date To
Specifies the Date until this substitute is valid.
Approval Role Code
Specifies the Approval Role Code for which this substitute is valid.
Workflow Code
Specifies the Workflow Code for which this substitute is valid.
In BC Standard, it's not possible to setup an Approval Workflow which fetches the required approvers directly within the purchase / sales document.
In the Purchase Header and Sales Header tables, as well as on all related pages two new fields were added:
Approver Type
You can choose between the values: "Blank", "User", "Workflow User Group"
Approver Code
Depending on the “Approver Type”, either an individual user or a workflow user group (group of multiple users) can be selected.
Link: Related Pages
These 2 fields have the following logic:
• Both fields are non-editable.
• Both fields may only be changed if the status of the Purchase / Sales Header is OPEN
• A new logic and function is implemented, which automatically creates and assigns a “Workflow User Group” to a specific Purchase / Sales Header based on defined rules and settings.
The assigned BC Approval Workflows will be send to the Users as defined in these new fields “Approver Type” and “Approver Code”.
In the workflow table in BC a new “Approver Type” option: Document Specific was added.
If this Approver Type "Document Specific" is set, the approval must always be sent to the user or workflow user group as specified in the Purchase/Sales Header in the new fields “Approver Type” and “Approver Code”
The feature Customizing Execution of Approvals the assigned User / Workflow User Group will be used and considered when executing the Approval Workflow.
Would you like to know what has changed in the extension? Below you'll find an overview of the new features and changes made in the updates.
Build-Overview in DevOps
NVXEAW Extended Approval Workflow
