D365 F&O: Approve Workflows Directly from Email Using Custom Buttons

In Microsoft Dynamics 365 Finance and Operations, workflows are essential for approvals across finance and operations. However, one major limitation remains users must log into the system to take action.

In today’s fast-paced environment, this creates delays.

What if users could approve, reject, or even request more information directly from their email?

Using Microsoft Power Automate, this is not only possible—but highly effective.

Step-by-Step Implementation

Step 1: Capture Workflow Event from D365 F&O

When a workflow is triggered in Microsoft Dynamics 365 Finance and Operations, it generates a business event.

This event contains the response structure required for approvals.

You need to capture this event in your flow.

• Business Event configuration / workflow trigger screen

Step 2: Parse the Incoming JSON

Before using the response data, you must parse the JSON coming from the business event.

This ensures that the response options can be dynamically used later in the flow.

• Power Automate “Parse JSON” step

• JSON schema configuration

Step 3: Configure “Start and Wait for Approval”

In Microsoft Power Automate, add the Start and Wait for Approval action.

Choose:

• Custom Responses – Wait for one response

  OR

• Custom Responses – Wait for all responses

Then convert the input into a dynamic array instead of hardcoding values.

This allows flexibility in approval options.

• Approval action configuration

• “T” (expression) conversion to array

Step 4: Add Custom Response Buttons

Now comes the most important part.

Instead of just:

• Approve

• Reject

You can add custom responses like:

• Need more info

• Delegate

• Request change

These must align with your workflow setup in D365 F&O.

• Custom response options in Power Automate

Step 5: Save and Publish the Flow

Once configured:

• Save the flow

• Validate all steps

• Publish it
  

  

• Flow save/publish screen

Step 6: Test the Workflow Email

When the workflow is triggered:

• Power Automate sends an email

• Email contains action buttons

• User clicks directly from inbox

• Final email with approval buttons

Important Configuration Tip

To avoid permission issues:

• Set Target User = Workflow Originator

• Set RunAsUser = Workflow Originator

This ensures the workflow runs without failures.

• User/permission configuration

Business Impact

This small enhancement delivers big results:

• Faster approvals

• Reduced dependency on ERP login

• Better user adoption

• Improved process efficiency

How Brightpoint Infotech Can Help

At Brightpoint Infotech, we help organizations extend Microsoft Dynamics 365 Finance and Operations with advanced workflow capabilities using Microsoft Power Automate.

From designing custom approval flows to enabling actionable email experiences, we ensure your workflows are efficient, secure, and user-friendly.

Final Thoughts

In modern business environments, speed matters.

Enabling workflow approvals directly from email is a simple yet powerful way to remove friction and improve decision-making.

If your organization relies heavily on workflows, this is a high-impact improvement worth implementing.

Ready to Modernize Your Workflows?

Connect with Brightpoint Infotech to explore how we can help you implement smarter, faster workflow approvals in your organization.