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Upgrading from the legacy Approvals web

The new Approvals web uses Microsoft sign-in. Approvers sign in with the same Microsoft account they use for Business Central. NA users and passwords from the legacy web are no longer used.

Complete the following steps once per company before switching over.

Step Who does it
1. Grant admin consent A user with the Global Administrator role in Microsoft 365
2. Assign permissions Business Central administrator
3. Set up external users Microsoft 365 administrator and Business Central administrator
4. Switch over Business Central administrator

The Approvals web needs permission to connect to Business Central on behalf of users. Consent is granted once for the whole organisation, and only a user with the Global Administrator role can grant it.

  1. Open Approval Setup in Business Central.
  2. Choose the Grant Admin Consent action. The Microsoft sign-in page opens.
  3. Sign in as a Global Administrator.
  4. Review the requested permissions and select Consent on behalf of your organization.
  5. Choose Accept.

Warning

If Consent on behalf of your organization is not selected, consent only applies to the administrator, and other users get an error when they sign in.

If you are not a Global Administrator

Copy the address that opens in step 2 and send it to your organisation's administrator. They open it and accept.

Note

The Web Client ID field is filled in automatically during the upgrade. Do not change it unless Rue de Net asks you to.

2. Assign permissions to approvers

The web reads data from Business Central using the approver's own access. Each approver therefore needs:

  • A Business Central user with a licence. A Team Member licence is enough.
  • The RDN APPROVER permission set and basic permissions, e.g. D365 BASIC.
  • Membership in the relevant approval groups, as before.

Users who manage the Approvals setup get RDN APPR. ADMIN instead of RDN APPROVER. It includes all approver permissions.

3. External users

In the legacy web, external approvers such as auditors or contractors were given an NA user and password. In the new web they sign in with their own Microsoft work account as guests in your organisation's Microsoft tenant.

A work account is required

External users must have a Microsoft work account (Microsoft 365 / Entra ID). Personal accounts such as Gmail or Outlook.com do not work.

Your organisation's administrator:

  1. Invites the user as a guest in Microsoft Entra (Users > New user > Invite external user).
  2. Adds the user in Business Central and assigns a licence and permissions as in step 2.
  3. Sends the user your organisation's Tenant ID. You can find it in Business Central under Help & Support, or in Microsoft Entra under Overview.

The external user:

  1. Accepts the invitation sent by email.
  2. Signs in to the Approvals web with their own work account.
  3. Adds your organisation's tenant using the Tenant ID, see Adding a Microsoft tenant.

Your organisation's requests then appear on the web. Users who work for several organisations repeat step 3 for each one.

4. Switch to the new web

  1. Open Approval Setup.
  2. Clear the Use Legacy Web checkbox.
  3. Choose Open Approvals Web and confirm that sign-in works.

Links in approval emails now point to the new web.

Common errors after upgrading

Message on the web Solution
Access to Business Central requires additional consent or sign-in. Admin consent is missing. See step 1.
You don't have the required permissions in Business Central to complete this action. The user is missing RDN APPROVER. See step 2.
You don't have access to tenant … The user does not exist in your Business Central, or an external user has not accepted the guest invitation. See step 3.
No requests appear The user is not in an approval group, or nothing is waiting for them.

Other messages are explained in Troubleshooting.