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Workflow Integration

Smart Approval integrates deeply with Business Central's standard Workflow engine. Rather than replacing BC workflows, it extends them with AI-driven criteria evaluation and flexible approver routing.

How Workflows Are Created

When you install Smart Approval, the app automatically registers workflow templates for each supported document type. When you enable an approval type on the Smart Approvals page:

  1. The app creates a new workflow from the corresponding template.
  2. The workflow is configured with the appropriate event triggers and response steps.
  3. The workflow is enabled and ready to process approval requests.

When you disable an approval type, the app deactivates the associated workflow.

Workflow Templates

The app creates one workflow template per supported document type. Each template includes:

  • The custom Smart Approval event as the trigger
  • Status condition checks (e.g., document status = Open)
  • The CreateSmartApprovalRequest response step
  • Standard approval chain responses (set pending approval, send for approval)
  • Event predecessors for approve, reject, and delegate actions

Templates are created during installation. Smart Approval workflow templates are hidden from the Workflow Templates page in Business Central — they are managed exclusively through the Smart Approvals setup page.

Relationship to Standard BC Workflows

Smart Approval workflows coexist with standard BC approval workflows:

  • Smart Approval uses its own events and responses but produces standard Approval Entry records.
  • Approvers use the standard BC approval interface to approve, reject, or delegate.
  • Notification and email behavior follows standard BC workflow configuration.
  • The app extends the Approval Entry table with two fields:
    • EOLSA System Created Entry — indicates the entry was auto-generated by the system
    • EOLSA Smart Approval Entry — indicates the entry is associated with a Smart Approval workflow

Managing Workflows

You do not need to manually edit Smart Approval workflows. The app handles creation, activation, and deactivation through the Smart Approvals setup page. However, you can view the generated workflows in the standard Workflows page if needed.

Warning

Manually modifying a Smart Approval workflow may cause unexpected behavior. Use the Smart Approvals setup page to enable or disable workflows instead.

Related information: