Approval Workflows and Record Restrictions for Master Data in Microsoft Dynamics 365 Business Central

Sensitive changes to master data — such as vendor bank accounts, customer details, employee records, and G/L accounts — can have significant downstream impacts. A single unauthorised change to a vendor's bank account number could result in payments being directed to the wrong account.

Generic Workflow provides field-level approval workflows and record restrictions to ensure critical data changes are reviewed before they take effect.

Key Features

• Approval Workflows — Create workflow templates for any table and specify which field changes trigger approval requests. Track all changes and allow approvers to review old and new values before approving or rejecting.
• Multi-Field Change Tracking — A single workflow tracks changes across multiple fields simultaneously, capturing all modifications in one approval request rather than triggering separate workflows for each field.
• Record Restrictions — Restrict modifications to specific fields based on conditions (e.g., prevent changes to a purchase order line description once the order is released).
• Changes to Approve FactBox — Display the full set of old and new values for approvers to review in a dedicated FactBox on supported pages.
• Extensible Design — Add workflow support to any page in your system using provided page extension templates.

Built-In Support

The extension includes pre-configured support for the following pages:

• Vendor Card and List
• Vendor Bank Account Card and List
• Customer Card and List
• Customer Bank Account Card and List
• Employee Card and List
• G/L Account Card
• Chart of Accounts
• Item Card and List

How It Works

Consider a typical accounts payable scenario:

1. A user changes the Bank Account No. on a vendor bank account record.
2. Generic Workflow detects the change and automatically creates an approval request.
3. The record is locked — it cannot be used to generate EFT payments while the change is pending.
4. An approver reviews the old and new bank account details in the Changes to Approve FactBox and approves or rejects the request.
5. Once approved, the record is unlocked and available for use again. If rejected, the fields are reverted to their previous values.

Setup and Configuration

Generic Workflow provides a dedicated setup page where you can:

• Enable or disable the generic workflow feature globally
• Enable or disable record restrictions
• Configure workflow templates for any table
• Specify which fields require approval on each table
• Assign workflow categories for organisation and reporting

Extend to Any Page

Need workflow support on a page not included out of the box? Use the provided page extension templates and step-by-step guide to add workflow functionality to any page in your system.

Supported Editions

This app supports both the Essentials and Premium editions of Microsoft Dynamics 365 Business Central.

Supported Countries

This app is supported in all countries where Microsoft Dynamics 365 Business Central is available.

Pricing

Generic Workflow is available on two pricing plans:

• Companion Plan — Free with the Australia/New Zealand Accelerator for approval workflows on Vendor Bank Account and Customer Bank Account tables.
• Essentials Plan — Monthly or annual billing options available. Price is per tenant for unlimited users.

For current pricing in your currency, view our pricing information.

Support and Documentation

Complete documentation, including setup guides, configuration examples, and extensibility instructions, is available at Theta Documentation.

For feature requests, bug reports, or security concerns, please visit our contact page.

About Theta

Theta Systems Limited develops and supports Generic Workflow and other Business Central extensions. Our team of experts provides consultation on Microsoft Dynamics 365 solutions daily.