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Do workflow task

Updated
  • Updated on Sep 23, 2026
  • Published on Dec 17, 2025
  • 7 minute(s) read
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If a data entry workflow task is assigned to you, you can do the task.

The purpose of a data entry workflow task can be:

  • Data entry

  • Approval

  • Possible duplicates evaluation

Data entry

You can use a data entry workflow task for several purposes. This table explains the purposes:

Purpose

Description

Enter data

Fill in a set of fields as defined for the related step in the data entry workflow template.

If a grid is shown, you can enter several records.

Note

  • If the task is to enter customer or vendor details for a new customer or vendor record, you can use the Name field to select a party that is already defined in D365 F&SCM. The party address details are automatically copied to the new customer or vendor record.

  • If the task is to delete a record, you cannot fill in any fields.

  • On a workflow task dialog, if the display mode is Grid, when you enter data for:

    • Addresses, you can enter several addresses for different address purposes. You can mark one address as the primary address.

    • Contact information, you can enter several contact information lines for different types and purposes. You can mark several contact information lines as primary.

Review data

Review or reconsider a filled in value for which an approver did a change request.

Complete task

Complete the data entry workflow task. Based on the applicable data entry workflow template setup, the next workflow task is created with the applicable assignment.

Note
You can only complete a workflow task if all mandatory fields are filled in.

Approval

You can use an approval step for several purposes. Depending on the step setup in the related data entry workflow template, you can have these options:

Option

Description

Edit

For an approval step, on the data entry workflow template, updating fields can be allowed. If so, as an approver, you can change field values directly on approval tasks.

Approve

The approver can approve by field or approve all fields at once.

If a grid is shown, you only can approve by grid record.
If you approve the full approval task, the position of the approval step in the workflow defines the next action. If the approval step is:

  • The last step in the data entry workflow, the workflow is ended, and the entered data is transferred to the target tables.

  • An intermediate approval, based on the setup of the related data entry workflow template, the next workflow task is created with the applicable assignment.

Note

  • If the task is to approve a record deletion, you can only approve the full task. If approved, the record deletion confirmation message appears. Once confirmed, the record is deleted permanently, and the workflow task is finished.

  • You can not approve a single field if it is marked as Non-editable in an earlier data entry step.

Change request

The approver can approve or request a change by field. For each change request, the approver can enter a comment to explain the requested data change for the field.

If for a field a change is requested, the Change request button becomes available. If the approver clicks the Change request button, a workflow task is reactivated so the field can be corrected.

By default, the task is reactivated at the step where the field was initially filled in, and it is assigned to all users configured for that step.

Depending on the setup of the approval step in the data entry workflow template, this can differ:

  • If the field is editable in a later step and the approval step is set up to route change requests to the latest editable step, the task is reactivated at that later step instead.

  • If the approval step is set up to assign change requests to the original submitter, the task is assigned only to the user who originally completed the step. Email notifications follow the same assignment.

Note

  • If the task is to approve a record deletion, you cannot request a change.

  • For details on configuring change request assignment and routing, see Create workflow template step - Approval.

  • If for a customer or vendor, several addresses or contact information lines are entered in a grid, you can create a change request per address or contact information line.

  • You can not request a change for a single field if it is marked as Non-editable in an earlier data entry step.

Delegate

The approver can assign the approval task to another user.

Reject

The approver can reject all fields at once. As a result, the data entry workflow is canceled. So, no next workflow task is created.

Possible duplicates evaluation (fuzzy duplicate check)

During data entry workflow execution, for a fuzzy duplicate check step, the fuzzy duplicate check is done automatically. As a result of the fuzzy duplicate check, it can be that:

  • No possible duplicates are found. In this case, when the fuzzy duplicate check is finished, the data entry workflow is continued automatically.

  • Possible duplicates are found. In this case, the assigned user gets a task to compare the entered data with the found possible duplicates. Based on the fuzzy duplicate check setup, each of the found possible duplicates gets a score. This score indicates to what extent the entered data is a duplicate.

    Note

    If for a customer or vendor, several addresses or contact information lines are entered in a grid, these are checked separately. For example, if the first address is a possible duplicate, a task is created to check the address. When approved or rejected, the fuzzy duplicate check continues with the second address, and so on.

Depending on the fuzzy duplicate check step setup, when possible duplicates are found, you can have these options:

Option

Description

Approve

You can approve that the newly entered data is not a duplicate. When you click Approve, the data entry workflow is continued.

Delegate

You can assign the possible duplicates evaluation task to another user.

Reject

You can reject the newly entered data because it is a duplicate. When you click Reject, the data entry workflow is canceled.

Steps

  1. Click Data entry workflow management.

  2. Click the Open tasks assigned to me tab.

    Note

    Only open tasks created in legal entities you have access to are shown.

  3. Sub-task: Do a data entry task.

    1. In the list, find and select the desired data entry task.

    2. Click Open.

    3. Fill in the fields and click Complete.

      Note

      Instead of Complete, you can also choose:

      • Save and - Keep assignment: The entered data is saved and the workflow tasks stays in your Open tasks assigned to me list.

      • Save and - Unassign: The entered data is saved and the workflow tasks is removed from your Open tasks assigned to me list.

  4. Sub-task: Do an approval task.

    1. In the list, find and select the desired approval task.

    2. Click Open.

    3. Review the data of the shown fields and choose the desired approval option (see section Approval).

      Note

      • If updating fields on approval is allowed for the approval step, you can also change field values.

      • You can also choose:

        • Save and - Keep assignment: The entered data is saved and the workflow tasks stays in your Open tasks assigned to me list.

        • Save and - Unassign: The entered data is saved and the workflow tasks is removed from your Open tasks assigned to me list.

  5. Sub-task: Do a fuzzy duplicate check task.

    1. In the list, find and select the desired approval task.

    2. Click Open.

    3. Review the possible duplicates.

    4. If merge fields are defined in the duplicate check setup, you can merge selected values.
      In the Duplicates found section, click Proceed to merge. Select the field values to be merged, and click Merge.
      As a result, the selected duplicate values are copied to the current record.

    5. Choose the desired fuzzy duplicate check option (see section: Possible duplicates evaluation (fuzzy duplicate check)).

      Note

      You can also choose:

      • Save and - Keep assignment: The entered data is saved and the workflow tasks stays in your Open tasks assigned to me list.

      • Save and - Unassign: The entered data is saved and the workflow tasks is removed from your Open tasks assigned to me list.

Notes

  • Doing a workflow task, you can save the data that you entered. You can also save the field approval selections and related comments. If you save the workflow task, you have these options:

    • Keep the task assigned to yourself. You can, for example, do so if you want to continue entering data at another moment.

    • Unassign the task. You can do so if the data entry workflow step is assigned to other users as well or to a role or team. You can, for example, do so if you want others to continue entering data for the workflow task.

  • If you complete or save a data entry workflow task, the entered data is stored in a staging table.

  • Doing a data entry workflow, an earlier entered value of a field can be changed. If so, on a workflow task, the Field value history button   is shown next to the field. This button is shown only the next time you open the task or for the next task with the same field. If you click this button, a drop-down list is opened. It shows all previous values that were entered for the field.

  • If you complete a data entry workflow task for which Transfer to target is enabled or if you do the last workflow task (usually an approval), the data is transferred from the staging table to the applicable target tables.

  • For each workflow task, you can create attachments. You can use these attachments to provide additional information related to the created or edited record. To create or add an attachment, on the workflow task dialog, click Attachment.

  • If you work on a data entry workflow task, your browser or browser tab can close (un)intentionally before you finish the task. In this case, the task remains assigned to you. You can reopen it from the Open tasks assigned to me tab of the Data entry workflow management workspace.

  • When you hover over a lookup field value on a workflow task, a tooltip shows the key details of the selected record, consistent with the standard hover behavior in Microsoft Dynamics 365 Finance & Supply Chain Management.