Requirements for Approving Time, Material, and Expense Entries Linked to Projects

Microsoft Dynamics 365 Project Operations has specific requirements and roles for approving time, material, and expense entries linked to projects. This article provides an overview of these requirements and the roles involved.

To approve project time, expense, and material entries linked to a project, a user must fulfill the following conditions:

1. The user must be a team member on the project.

2. The 'Project Approver' field on their team member record must be set to 'Yes'.

   

3. The user must have access to relevant related entities, such as the Project entity.

The 'Project Approver' role grants a user the required entity permissions in Dataverse to approve records of any type.

Approving Time, Material, and Expense Entries Linked to Projects

For non-project entries, the approval must come from the manager of the user who submitted the entry.

Project Approver Admin Role

The 'Project Approver Admin' security role allows users to bypass policies and approve all entries, regardless of the type or if they're linked to a project. Assignment of this role bypasses the validation logic that requires team membership and being marked as an approver or status as the submitting user's manager. However, users must still have access to relevant related tables, such as the Project table, via security roles assigned to them.

The SYSTEM user context also bypasses validations in the same way as the 'Project Approver Admin' security role.