Compliance – User Documentation

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1. Overview

The Compliance Extension expands Microsoft Dynamics 365 Business Central with approval processes for master data:

  • Item Approval: Automatic blocking and review upon changes
  • Customer Approval: Business review prior to sales release
  • Vendor Approval: Quality and master data verification in purchasing

Navigation: Search (Alt+Q) -> “Compliance Setup”

2. Getting Started

  1. Open Setup: Search for “Compliance Setup” – page opens
  2. Check Permissions: Ensure the user is configured as a Compliance Approval User
  3. Test Features:
    • Change a trigger field on a test item
    • Open the resulting Approval Entry
    • Answer mandatory questions and execute “Approve”

3. Setup

Assisted Setup & Basic Setup

  • Navigation: Search (Alt+Q) -> “Compliance Setup”
  • Step-by-Step:
    • Activate approval areas (Item, Customer, Vendor)
    • Define trigger fields (fields whose changes trigger an approval)

Manual Setup & Master Tables

  • Compliance Approval Users: Definition of authorized reviewers
  • Approval Codes: Creation of approval types (e.g., NEW, MASTER DATA, QUALITY)
  • Approval Template Lines: Definition of review questions and answer field types (e.g., Text, Option)
  • Approval Processes: Linking Approval Codes, master data types, and template lines

4. Triggering Fields

  • Automatic Detection: Changing an enabled trigger field automatically creates an Approval Entry
  • Field Listing: Item Trigger Fields, Customer Trigger Fields, Vendor Trigger Fields
  • Settings: Add table field -> Set to Enabled -> Optionally add a note

5. Approval Processes & Assignment

  • Process Cards: Create per Approval Process Type (Item/Customer/Vendor) and Approval Code
  • Assign Approval Code: Select master data records via action and assign code
  • Delete Code: Actions to remove assignments for selected or all records

6. Approval Process Flow

  • Triggering: Record is blocked upon trigger field change; status sets to Pending Approval
  • Editing: Open via Approval Entries -> Review linked record -> Open lines and answer mandatory questions
  • Approval: Execute Approve action -> Record is unblocked and status is set to Approved

7. Daily Workflows

  • Master Data Maintenance: Perform changes on items, customers, or vendors
  • Review: Approval Users open Approval Entries and process open entries
  • Documentation: Use the Change Log for full traceability of all status changes

8. FAQ

  • Why can I not approve the entry?
    • Check: Is a result still missing for a mandatory line?
  • Why do I get the message “Process not allowed for user”?
    • Check: Is the user listed under Compliance Approval Users?
  • What does status “No Longer Relevant” mean?
    • The process is no longer relevant to the business and cannot be completed via the standard approval action.

9. Troubleshooting

  • Master data record not found: Check if the item/customer/vendor has been deleted
  • Missing option answers: Maintain answer options in the Approval Template Lines
  • No approval triggered on change: Check if the field is set to Enabled under Trigger Fields

10. Glossary

  • Compliance Setup: Central control for approval activations and trigger fields
  • Approval Code: Short identifier for the business reason of an approval (e.g., QUALITY)
  • Approval Entry: Central record for executing and logging an approval process
  • Trigger Field: Table field whose change forces a new approval
  • Template Line: Defined review field or question building block within an approval process
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