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[Valarie Wiles]

We have enabled the customer and vendor approval workflows in our NAV 2018 setup.  I have noticed that even though this workflow is enabled, I can still use a customer or vendor without going through the approval process.  What additional settings need to be enabled for the system to not allow users to use the unapproved vendors or customers?  If the person creating the vendor or customer clicks send for approval, then that entity cannot be used. BUT if they create a new vendor or customer and DON”T click send for approval, that entity can be used for posting anyway.  Thanks.

[Greg Enns]

I’ve found that the stock workflows often need some assistance to really work the way you want them to–but yours is a fairly easy fix.
You’ll want to create a new custom workflow which locks the record automatically. “When a vendor record is changed –> Add Record Restriction”. (same for customer) This way the record will be locked right away and will force the user to push it through the approval process. See screenshot attached.

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Greg Enns
ERP Coordinator
Technical Prospects
Kaukauna WI
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[Valarie Wiles]

Thank you for your response. This would mean that any change would require an approval. I would like to have only new entries go through approval. is that possible?

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Valarie Wiles
Goodwill Southeast Georgia
Savannah GA
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[Greg Enns]

There are 2 ways you could approach this:
1. Create a custom checkbox field on the customer/vendor record that would indicate that the customer/vendor is not yet approved. Then be sure that this box gets checked during the approval process. Then filter the workflow I described earlier to only lock records that are not yet approved.

2. You could go the custom workflow development route…you’ll just need to do some “developer” work. 
Essentially you need to create a new Workflow Event (one for customer, one for Vendors) that would be triggered by the creation of a Vendor/Customer record. Once it is created, you can use it in your workflow instead of the default “__ record is changed”.
You shouldn’t need to add any custom Responses, but you will need to follow the instructions for Registering Workflow Event/Response Combinations in order to relate your custom event with the stock “Record Locking” response.
For more complex workflows with custom responses, multiple tables or multiple events, you’d also need to look into creating custom Workflow Responses, Registering Event Hierarchies and Workflow Table Relations.
This MS document has the instructions for all of this: https://docs.microsoft.com/en-us/dynamics-nav/walkthrough–implementing-new-workflow-events-and-responses

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Greg Enns
ERP Coordinator
Technical Prospects
Kaukauna WI
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[Valarie Wiles]

Thanks so much! Very helpful.

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Valarie Wiles
Goodwill Southeast Georgia
Savannah GA
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