The Data Gatekeeper is an all-in-one change log, auditing, and data change approval and control system for Business Central.
Each page or subpage in Business Central has a source table. For the Data Gatekeeper FactBox to appear on a page. We only need to add the table to the Data Gatekeeper Setup.
For read-only pages such as the Posted Sales Invoice (Sales Invoice Header 112), adding the table is all we need to do. Since we don't normally alter data for posted records, there's nothing to monitor hence no additional setup is needed. We are simply adding it, so that the FactBox can appear. When the Sales Header record is posted for a document of type Sales Order or Invoice, data is moved to this table. Our extension tracks this therefore, it will be able to show the related change logs.
Pages such as the Sales Quote, Sales Order, Sales Invoice, etc. shares the same table (Sales Header 36). Adding the table will result in the Data Gatekeeper FactBox appearing on all of these pages. Since data can be altered in these pages, additional setup is warranted. Click Setup to open advance settings for the table.
You can optionally link this table (child table) to a parent table to enable event sharing or related record interaction. To establish the relationship, map the relevant fields between the child and parent tables so the system can locate the associated record.
Defining restrictions on a record does not automatically prevent actions. Restrictions must be validated during the relevant operations to be enforced. For tables that do not include built-in restriction checks, subscribe to the provided events to validate related records as required.
The system automatically selects the parent table for the subscription when it can determine the correct table. Otherwise, you must select the appropriate table. Selecting an incorrect table may result in an error or a restriction that is not applicable.
You must map the relevant fields between the parent and child tables so the system can identify the corresponding record to validate for restrictions.
Displays pending and committed changes for the current record. The information shown depends on the record context.
For example, on a Purchase Order, two FactBoxes may be displayed—one for the header and one for the lines. This separation ensures a clear distinction between header and line data to prevent confusion.
The Restricted Records page displays one FactBox that combines header and line changes for simplified review.
To view committed change logs for the current record, open the Data Trail page from the Data Gatekeeper FactBox menu.
For records with a parent-child relationship, check "Include Related" to display the associated child records.
To view change logs for multiple records, use the Data Trail Report.
Use the workflow wizard to create approval workflows in just a few easy steps.
The wizard will only show events applicable to the selected table.
Choose the event, set the conditions, give it a description, and choose a category.
Additional settings.
To allow comments on a request, enable Show Approval Comments Page. When enabled, the comments page appears before the request is sent, allowing the requester to add comments. If the option to include comments in notification emails is also enabled, the comments are included in the email sent to approvers.
Once the workflow is created, the standard Workflow card will appear to allow for more advance settings.