Steps to create Approval Process: This is an example to define the Approval process for any object based on the condition set, approval request will be approved/rejected.
Step 1: Click the gear icon on the top right corner of the Homepage. It will redirect us to the Setup page. Then, Type “Approval Process” in the Quick Find Box on the Setup Page.
Step 2: On the result, Under Process Automation, Click the “Approval Process” shown in the screenshot below.
Step 3: Before creating the new approval process kindly select on which object the approval process can be managed. (In this example - Expense Object is selected)
Step 4: Click on “Create New Approval Process” and click on a path to create your own Approval Process. Either “Use Jump Start Wizard” or “Use Standard Setup Wizard”.
The Standard Wizard is useful for complex approval processes. The jump start wizard is useful for simple approval processes with a single step.
Step 5: In this example “Use Jump Start Wizard” is selected. Then, fill out the Approval Process Information fields. [Approval Assignment Email Template field is optional to fill]
Step 6: Then, Fill out the “Specify Entry Criteria” section. The entry criteria are the conditions that must be met before you can start the “Approval Process”.
Step 7: Now, The “Select Approver” section needs to be filled. In this section, the admin can manually choose the appropriate approvers based on the requirements.
Step 8: After filling out all the necessary information on all sections, click on the “Save” button to save the Approval Process and click the “OK” button on the popup.
Until this, The user has just created a one-step approval process for Expenses using the Jump Start Wizard. Although not required, it is recommended that the user perform additional actions before activating the process to make it more functional.
Step 9: On the current screen, Click on the “View Approval Process Detail Page” button to add functionalities and customize the created Approval Process.
Now, The user will have the below screen similar to the below screenshot.
Step 10: Once all the functionalities are added and the customizations were done click on the “Activate” button to Activate the Created Approval Process on the Org.
Note: The Approval steps cannot be added once the Approval Process is activated. So, the user should make sure that every customization was done as per the requirements before activating the Approval Process. If any Approval steps need to be added even after the activation, the user should clone the existing Approval process, edit and save it as a new Approval Process.
Adding Functionalities and Customization to Approval Process
Adding Initial submission Action: Initial submission actions take place when a record is initially submitted for approval. For example, an initial submission action can change a record's status to "Pending" or send a notification email.
Step 11: Click on the “Add New” button in the Initial Submission Action section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing field updates if available.
Step 12: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected.
Step 13: Now, the user should go ahead and select the picklist value to be submitted.
Step 14: Click on the “Save” button to save the Initial Submission Action Field Update.
Adding Approval Steps: Approval steps define to whom an approval request is routed, as well as any actions that should be performed upon approval or rejection.
Step 15: The user should Click on the “Edit” button to customize the standard Approval Step.
Step 16: Enter the Name and Description (Optional) and Click Next Button.
Specify whether a record must meet certain criteria before entering this approval step. If these criteria are not met, the approval process can skip to the next step, if one exists.
Step 17: In this step, select the second option “Enter this step if the following” radio button. Here, the input was given in two types [based on Criteria and based on Formula].
Step 18: In this step, the criteria were given as the continuation of the Initial submission action. Therefore, this Approval step runs after the initial submission action.
In this example, the “Expense: Status” field on the dropdown is selected and the operator and value are “equals”, and “Pending Approval” respectively. Then, else condition is selected, “Approve record” or “Reject record”.
Step 19: Click on the “Next” Button to select the Approvers of the expense. The user can select between Manual Approver, Queue and Specific Approvers. The Delegate user functionality is optional.
In this example, The submitter can choose their approver.
Step 20: Click on the “Save Button” to save the current Approval Process Steps.
Step 21: Click on “Show Actions” text under “Action” on the Approval steps to customize the “Approval Actions” and “Rejection Actions”
Step 22: Click on the “Add New” button in the “Approval Actions” section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing field updates if available.
Step 23: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected. Now, the user should go ahead and select the picklist value to be submitted.
Step 24: Click on the “Save” button to save the Approval Action of the current step.
Step 25: Click on the “Add New” button in the “Rejection Actions” section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing field updates if available.
Step 26: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected. Now, the user should go ahead and select the picklist value to be submitted.
Step 27: Click on the “Save” button to save the Rejection Action of the current step.
Step 28: Click on the “New Approval Step” button to create new Approval Step. (if required)
Final Approval Actions: Final approval actions take place after a record has received all necessary approvals.
Step 29: Click on the “Add New” button in the “Final Approval Actions” section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing field updates if available.
Step 30: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected. Now, the user should go ahead and select the picklist value to be submitted.
Step 31: Click on the “Save” button to save the “Final Approval Action” of the current step.
Final Rejection Actions: Final approval actions take place after a record has received all necessary approvals.
Step 32: Click on the “Add New” button in the “Final Rejection Actions” section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing field updates if available.
Step 33: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected. Now, the user should go ahead and select the picklist value to be submitted.
Step 34: Click on the “Save” button to save the “Final Rejection Action” of the current step.
Recall Actions: Recall actions take place when a submitted approval request is recalled.
Click the checkbox named “Allow Submitters to Recall Approval Requests” on the created Approval Process main page.
Step 35: Click on the “Add New” button in the “Recall Actions” section and choose the type of action the user wants to create. In this example, the option “Field Update” is selected.
The user can add the existing
Step 36: On the new screen, Fill out the Name, and Description (if needed) and select the specific field to update. In this example, On the expense object, the status field is selected. Now, the user should go ahead and select the picklist value to be submitted.
Step 37: Click on the “Save” button to save the “Final Rejection Action” of the current step.
Activate Approval Process:
Step 38: To Activate the approval process, click “Activate” checkbox on the created Approval Process main page.
Note: The Approval steps cannot be added once the Approval Process is activated. So, the user should make sure that every customization was done as per the requirements before activating the Approval Process. If any Approval steps need to be added even after the activation, the user should clone the existing Approval process, edit and save it as a new Approval Process.