Approval Process
Apr 29, 2019 | 0 Comment | Posted by Shrey Sharma

Approval Processes is an automated process that an org uses to approve records in Salesforce. Records submitted for approval are approved by the users in the organization. These users are called as Approvers.

Approval processes are bind to a single object because when a rule is defined this object influences the fields that will be available to set the criteria.

There are 2 options to set the criteria:

  • As a condition (Criteria are met).
  • As a formula which evaluates to true.

They can be left blank if all the records that are submitted for approval should enter the approval process.

 

Automated Approval routing routes the approval request automatically to user specified in Manager Field or any hierarchal relationship field in submitter’s user record.

Note: If we do not select Manager Field or any hierarchal field of user record at the time of approval process definition then the automated approval routing for any approval step in this process will not be enabled.

If the “Use Approver field of [Object] owner” is checked then in Approval steps the Manager Field or any hierarchal field whichever may be selected will be of record owner instead of the submitter.

Records when submitted for approval automatically gets locked which means they cannot be edited. However administrators can edit the records during an approval process and also when defining the approval process administrators can select whether the approver is allowed to edit the record or not.

We can also assign a notification email template which will send an email notification to approvers whenever a record is submitted for approval request.

Similar to Action Layouts in Actions, approval processes also have Approval Page Layouts in which fields which will be visible to approver are specified.

Note: Standard Name field and Owner field cannot be removed from Approval Page layouts.

Approval History information can be displayed as a related list with on a record.

Users who can submit the records for approvals are called as submitters.

We can specify the submitters in approval process definition.

Also there is an option which gives additional functionality using which the submitters can recall the approval requests.

 

Actions in Approval Process:

 

There are basically 4 actions present except the approval steps which completes an approval process, following are:

1. Initial Submission Actions:

Initial submission actions are the actions that occur when a user first submits a record for approval. By default, an action to lock the record runs automatically on initial submission. Initial submission actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages.

2. Final Approval Actions:

Final Approval actions are the actions that occur when a record is approved from all the approval steps. It also locks or unlocks the record, as specified. It can include any approval actions such as email alerts, field updates, tasks, or outbound messages.

3. Final Rejection Actions:

Final Rejection actions are the actions that occur when a record is rejected from any of the approval step. It also locks or unlocks the record, as specified. It can include any approval actions such as email alerts, field updates, tasks, or outbound messages.

4. Recall Actions:

Recall actions are the actions which occur when a record is recalled after submission for an approval. It can include any approval actions such as email alerts, field updates, tasks, or outbound messages.

Note: Initial submission default actions cannot be edited but final approval & rejection default actions can be edited.

Approval Steps:

Approval process consists of one or more than one approval steps.

Every approval step contain its own criteria and Approvers.

Approval Steps are given step numbers to identify the hierarchy in which the approval steps should execute.

Every step consists of a criteria which qualifies that the record needs to get into this step for approval or not.

If record does not fulfills the criteria for any step except first step thenthe record gets approved and executesFinal Approval actions after it.

In approval step 1 we can choose whether the record should get approved or rejected if does not fulfills the criteria.

Approvers of approval step can be:

  • Manager Field of user record or any other hierarchal field.
  • Submitter can also choose manually the approver of that step.
  • Record can automatically be assigned to a queue for approval.
  • Or we can set a particular user or a queue for a particular approval step.

o In this option there are 2 options that decides how the approver/approvers will decide whether the record is approved or not.

1. Approve or reject based on the FIRST response.

Any of the approver if approves the record it is considered to be approved.

2. Require UNANIMOUS approval from all selected approvers.

If any of the approver rejects the record it is considered to be rejected.

Delegated approvers can also approve the record if they are allowed to approve explicitly in approval step definition.

Approvers can also reassign the approval request to another user.

Every approval step contains its own approval and rejection actions. These actions can be any amongst Email Alert, Task, Field Update and outbound message.

In order to activate an approval process there should be at least one approval step.

Note: Once an approval process is activated no more steps can be added into it.

 

Here’s a link to the assignment: Assignment 4 – Process Automation

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