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Setting Up A Workflow

Create a workflow that automatically sends Notify User notifications when business events occur.

Option A: Enable a Pre-Built Template​

The quickest way to get started. Notify User ships with ready-to-use templates.

Step 1: Open Workflows​

  1. In Business Central, search for Workflows in the Tell Me bar

  2. Open the Workflows page

Step 2: Find the Template​

  1. Click New Workflow from Template in the action bar

  2. In the template list, look for templates under the Notify User category:

    • Notify User: Sales Order Released

    • Notify User: Vendor Bank Changed

    • Notify User: Large PO Released

  3. Select a template and click OK

image-20260405-140443.png

Step 3: Configure Response Options​

  1. The workflow is created with the event and response pre-configured

  2. Click on the Then Response step to see the response details

  3. In the Response Options area, configure:

Field

Description

Recipient User

The specific user who should receive the task. Use the lookup to select a user.

User Task Group

The user task group that should receive the task. You can set both a user and a group.

Priority

Priority for the created task: Low, Normal (default), or High.

Due Date Formula

When the task is due. For example, <1D> for tomorrow, <1W> for one week. Leave empty for no deadline.

Task Description

The text that appears in the User Task description. If left empty, defaults to a description of the source record.

Send Email

Check to send an email notification to recipients. Requires Plus subscription.

Send to Teams Channel

Check to post a notification to the group's Teams channel webhook. Requires Plus subscription and a configured webhook URL on the User Task Group.

image-20260405-140551.png

You must configure at least a Recipient User or a User Task Group (or both). If neither is set, no notification will be created when the workflow fires.

Step 4: Adjust Conditions (Optional)​

  1. Click on the When Event step to see event conditions

  2. Adjust the default condition if needed (e.g., change the amount threshold for Large PO Released)

Step 5: Enable the Workflow​

  1. Toggle the Enabled switch to Yes

  2. The workflow is now active

Option B: Create a Custom Workflow​

For scenarios not covered by the templates, create your own workflow from scratch.

Step 1: Create a New Workflow​

  1. Open the Workflows page

  2. Click New to create a blank workflow

  3. Enter a Code (e.g., NU-CUSTOM-01) and Description

Step 2: Add a Workflow Event​

  1. In the When Event column, click to select an event

  2. Choose from any available BC workflow event, for example:

    • A sales document is released

    • A purchase document is released

    • A vendor record is changed

    • A customer record is changed

    • An approval request is approved

    • Events from other installed extensions

  3. Optionally set Conditions by clicking the event conditions link. This lets you filter when the workflow fires (e.g., only for Document Type = Order, or only when a specific field changes).

Step 3: Add the Notify User Response​

  1. In the Then Response column, click to select a response

  2. Choose Create Notify User Notification

  3. Configure the Response Options as described in Option A, Step 3

Step 4: Enable the Workflow​

  1. Toggle Enabled to Yes

  2. Test by triggering the event (e.g., release a sales order)

  3. Verify the User Task was created and notifications delivered

Response Options Reference​

Field

Type

Default

Description

Recipient User

Lookup

(empty)

Individual user to notify. If empty, only group notification is created.

User Task Group

Lookup

(empty)

Group to notify. Creates a group task with the Original Group preserved for claim workflow.

Priority

Option

Normal

Low, Normal, or High. Sets the priority on the created User Task.

Due Date Formula

DateFormula

(empty)

Calculated from the date the workflow fires. Examples: <1D> (1 day), <1W> (1 week), <1M> (1 month).

Task Description

Text

(empty)

If empty, defaults to the source record description (e.g., "Sales Header: Order, SO-1042").

Send Email

Boolean

No

Sends email notification to the recipient. Requires Plus subscription. Uses the same email format as manual notifications.

Send to Teams Channel

Boolean

No

Posts to the Teams channel webhook configured on the User Task Group. Requires Plus subscription.

Template Details​

Sales Order Released​

  • Event: A sales document is released

  • Default condition: Document Type = Order

  • Typical use: Warehouse team picks new orders. Configure the response with your warehouse User Task Group and enable Send to Teams Channel for instant visibility.

Vendor Bank Changed​

  • Event: A vendor record is changed

  • Default condition: Monitor bank-related field changes

  • Typical use: Fraud prevention. The CFO or AP manager receives an immediate notification with a link to the vendor card when bank details are modified. Set Priority to High.

Large Purchase Order Released​

  • Event: A purchase document is released

  • Default condition: Document Type = Order (configure amount threshold in event conditions)

  • Typical use: Finance oversight for large purchases. Complements BC's built-in approval workflows. The manager is notified without blocking the process. Set the Amount condition to your organization's threshold (e.g., > 5000).

What Happens When a Workflow Fires​

When the configured event occurs and conditions are met:

  1. User Task is created with:

    • Title set from the source record (e.g., "Sales Header: Order, SO-1042")

    • Description from the Task Description field (or default)

    • Source record link for Go To Source Record navigation

    • Priority and due date from the response options

    • Assigned to the configured user and/or group

  2. Email is sent (if enabled and Plus subscription active) using the same format as manual notifications

  3. Teams channel message is posted (if enabled, Plus subscription active, and group has a webhook URL) using the same Adaptive Card format as manual notifications

The created User Task supports all existing features: read receipts, claim workflow, source notes FactBox, and sent notifications tracking.

Troubleshooting​

| Issue

|

Solution

| | --- | --- | |

Workflow not firing

|

Verify the workflow is Enabled. Check that the event conditions match what you expect.

| |

No task created

|

Ensure at least a Recipient User or User Task Group is configured in the response options.

| |

Email not sent

|

Verify Plus subscription. Check that the recipient user has a Contact Email set.

| |

Teams message not posted

|

Verify Plus subscription. Check that the User Task Group has a Teams Webhook URL configured (see Teams Setup).

| |

Wrong task priority

|

Check the Priority field in the response options. Default is Normal.

| |

Template not visible

|

Templates appear when you use New Workflow from Template. If templates are missing, they may need to be initialized. Open the Workflow Setup page to trigger template creation.

| |

"Create Notify User Notification" not in response list

|

The response is registered when the Notify User extension is installed. If missing, restart the BC server instance.

|