Workflow Notifications in Business Central

Workflow Notifications in Business Central

 

Microsoft Dynamics 365 Business Central offers robust workflow functionalities that empower businesses to automate their processes efficiently. One of the critical aspects of workflows is the notification system — especially when it involves approval processes. Many users leverage the out-of-the-box workflows to streamline operations, including utilizing email notifications for various workflow steps such as send for approval, notify when approved, and notify when rejected. However, some nuances and unexpected behaviors, particularly with notifications, can sometimes lead to confusion. Let’s delve into a common scenario where the initial request for approval emails work flawlessly, but subsequent notifications for approvals or rejections seem to vanish into thin air.

 

You have meticulously set up your Business Central workflows. Every approver has their email configured correctly, and notification settings are fine-tuned to 'Instant' for all pertinent events - new entries, approvals, you name it. The workflow is triggered, and the request for approval emails dispatch without a hitch, ensuring that the approver is promptly informed. But here's the twist: once the approver makes a decision, no email notifications for approvals or rejections are sent out. It’s puzzling, right?

 

Firstly, it’s crucial to ensure that all the workflow settings are correctly configured. This includes double-checking the email templates, ensuring that the SMTP setup is correct, and verifying that the workflow conditions are set up to trigger the notifications. If all these are in order and the problem persists, you might be facing a limitation or a bug within the Business Central workflow system.

 

This might be a bug within the BC workflow system, as several users have encountered similar issues where notifications do not get sent as configured. Despite the correct setup, the workflow system sometimes fails to send out approval or rejection notifications, leading to communication gaps in the approval process.

 

While awaiting a permanent fix or an update from Microsoft, there’s a reliable workaround to ensure that notifications are not missed. Experts suggest adding a custom response within the workflow that triggers an email to a specific user whenever a request is approved or rejected. This method involves setting up an additional step in the workflow that explicitly sends out an email, thereby bypassing the glitch where automated notifications fail to dispatch.

 

To set up this workaround:

 

1. Edit the Workflow: Go into the workflow configuration and add a new response to the approval or rejection steps.

2. Specify the Action: Choose an action that sends an email notification directly, rather than relying on the standard notification system.

3. Define Recipients: Ensure that the email is configured to go to the correct recipients, including the requester or other stakeholders who need to be notified.

4. Test the Workflow: Always test the workflow extensively to ensure that the emails are sent out consistently upon approvals or rejections.

 

 

While Business Central’s workflows are powerful tools for automating business processes, occasional glitches can occur, especially with notification systems. Utilizing the suggested workaround ensures continuous communication flow and keeps all relevant parties informed about the workflow status. It's also beneficial to stay connected with the Business Central community and keep an eye out for system updates or fixes related to workflow notifications.

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