Dynamics 365 Finance & Operations Tip of the Month: Avoid approval delays – Use workflow delegation

For organizations using Microsoft Dynamics 365 Finance & Operations, workflow-driven processes such as purchase order approvals, vendor invoice routing, and journal submissions are essential to day-to-day operations. When an approver is on PTO or otherwise unavailable, these processes can grind to a halt, creating costly delays and compliance risks. Fortunately, D365 F&O offers a simple yet powerful solution: workflow delegations. This feature enables designated colleagues to temporarily step in and manage approvals, ensuring that workflows continue uninterrupted. In this tip, we’ll walk you through how to set up workflow delegations in D365 Finance & Operations so you can avoid bottlenecks, especially during high PTO periods like summer.

Steps:

To set up a D365 Finance & Operations workflow delegation:

1. Navigate to:
   System Administration > Users > User Options
   (or click the settings icon in the top-right corner > User Options)
2. Go to the Workflow tab.

3. Click Delegation > Add.
4. Select the following options:
   • Scope
     • All – delegate all workflows.
     • Module – delegate workflows by module (e.g., Procurement).
     • Workflow – delegate a specific workflow (e.g., Vendor Invoice approval).
   • Delegate to: Choose the user who will receive the workflow tasks.
   • Set the Start and End Date: Always define both start and end dates to prevent indefinite delegations. This improves audit control and reduces the risk of unauthorized approvals post-return. This can always be modified if needed.
   • Check the Enabled box to activate the delegation.

5. Click Save.

Setting up workflow delegations in D365 Finance & Operations is a proactive step that helps your team stay agile and efficient, even when key approvers are out of office. By enabling a smooth handoff of approval responsibilities, you minimize the risk of delays, keep financial processes moving, and maintain compliance with internal controls. Whether you’re preparing for summer vacations or simply aiming to improve workflow resilience, delegations are an easy win with big impact.

For organizations looking to further optimize their D365 Finance & Operations environment, Rand Group offers expert guidance and tailored solutions to ensure your systems are not just functional—but strategic drivers of business success. Contact us today to talk to an expert and get the most out of your Microsoft D365 investment.