PO Workflow Approval using Power Automate in Dynamics 365 FinOps

With Power Automate, you can manage the approval of documents or processes across several services, including SharePoint, Dynamics 365, Salesforce, OneDrive for Business, Zendesk, or WordPress.

To create an approval workflow, add the Approvals – Start an approval action to any flow. After you add this action, your flow can manage the approval of documents or processes. For example, you can create document approval flows that approve invoices, work orders, or sales quotations.

Step-by-Step: Purchase Order Approval Workflow via Power Automate

Follow these simple steps to build a PO Approval workflow:

Step 1: Create a New Flow

Click on the Flow tab, then click New, and select Automated — from blank.

Step 2: Create a Business Event

Set up a business event in Dynamics 365 F&O that will trigger when a Purchase Order is submitted for approval.

Step 3: Parse the JSON Payload

Select Data Operation → Parse JSON. Download the JSON schema file from:

System Administration > Setup > Business Events

Copy the JSON from the file and paste it into the schema field in Power Automate.

Step 4: Add the Approval Action

Now create an Approval step: select "Start and wait for an approval" and configure the approver details, title, and any relevant PO information in the approval message.

Step 5: Apply to Each + Condition

Add a control "Apply to each" in the next step and add a Condition to handle both approval and rejection outcomes.

Step 6: Handle Approval and Rejection

Place the appropriate actions in the If yes (approved) and If no (rejected) branches. For example:

• Approved: Update the PO status in D365 F&O via an HTTP action or Dataverse connector.
• Rejected: Send a notification back to the requestor with the rejection reason.

Testing the Flow

Once your workflow is complete, run the flow and then submit a Purchase Order for approval from your D365 F&O environment. This triggers the business event, which fires the Power Automate flow. The approver will receive an email or Teams notification to approve or reject the PO.

**Tip:** Make sure the Business Event is enabled and the endpoint is correctly configured in D365 F&O before testing.