Where an approval entry comes from
Every approval entry an advanced workflow creates records where it comes from: whom the approval was assigned to — an approver directly, a workflow user group, the document's salesperson/purchaser, an external approver or group — what assigned it, and whether somebody else stands in for the approver. This answers the question users ask most often about an approval: "Why do I have this?"
Where you see it
- Requests to Approve — for your own open approvals.
- Approval Entries — for all approval entries of a record.
- The Related Approvals FactBox on the documents — Assignee Type and Assignee Code are shown; the other fields can be added with Personalize.
{add screenshot of Requests to Approve here}
Entries of Business Central standard approval workflows, and entries created before this information was recorded, leave the fields empty.
The fields
| Field | Meaning |
|---|---|
| Assignee Type | What the approval was assigned to: Approver, Workflow User Group, Salesperson/Purchaser, External Approver or External Approver Group. |
| Assignee Code | The approver, workflow user group, salesperson/purchaser, external approver or external approver group — as the assignment named it, before anybody stood in. Every member of a group gets an entry with the group's code here. |
| Assignment Source | What assigned the approval — see below. |
| Assignment Rule Code | The rule whose assignee was used, when the assignment source is Rule. Hidden by default on the pages. |
| Substitution Reason | Why somebody other than the assigned approver holds the approval — see below. Empty when nobody stands in. |
| Original Approver ID | The approver the approval was meant for when somebody else holds it. |
Assignment Source
- Stage — the default assignee of the workflow step.
- Rule — a step rule with the action Override Assignee; Assignment Rule Code names it.
- Reassignment — the approval was reassigned by a user or an administrator.
- Rejection — an approval was rejected and handed on: a rejected line to the assignee chosen in the rejection dialog or to the rejection group, a rejected header to the rejection group.
- Send Back — the rejection group sent a line back.
- Escalation — an escalation step reassigned the overdue approval.
Substitution Reason
- Out of Office — the assigned approver is absent; their substitute from the Out of Office entry holds the approval.
- Four-Eyes Principle — the assigned approver may not decide this step; the approver set up for them in User Setup holds it.
- Delegation — the approver delegated the approval.
- Escalation — an escalation step delegated the overdue approval.
- Administrator — an approval administrator delegated the claim or took it over.
If an approval is handed on several times, Original Approver ID keeps the approver it was first meant for, and Substitution Reason shows the latest reason.
Example
A step is assigned to the workflow user group PURCHASING. Its member MILLER is out of office, with SMITH as substitute. The approval that SMITH sees shows: Assignee Type Workflow User Group, Assignee Code PURCHASING, Assignment Source Stage, Substitution Reason Out of Office, Original Approver ID MILLER.
Related pages
- Define steps — default assignee of a step
- Step rules: how does the workflow move to the next step?
- Module: Out of Office, Module: Escalation Engine, Module: Approval Reassignment, Module: Rejection Handling
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