What is Approval Process in Salesforce?

Salesforce is a very well-liked Customer Relationship Management (CRM) platform that provides many functions to aid companies in managing their operations more successfully. One of the key features of Salesforce is its approval process, which allows organizations to define and streamline their approval workflows. 

The approval process in Salesforce can be modified and customized per the business needs, and it can help ensure consistency and accuracy in decision-making.

Understanding Approval Process Flow

But what is Approval Process in Salesforce? Let’s simplify that first.

In Salesforce, the approval process comes into play when a record needs to be evaluated and either approved or rejected based on certain criteria. This could be anything from a financial expenditure, a time-off request, to a new customer entry. The beauty of this process is in its automation capabilities. It can be configured to kick in automatically under predefined conditions, such as when a record reaches a specific value, meets certain criteria, or simply when a new record is created.

Approval Process Examples

1. Employee Vacation Requests

When an employee submits a vacation request in Salesforce, the record is automatically locked, and its status is set to “Submitted.” For requests of three days or less, Salesforce can be configured for auto-approval, streamlining straightforward requests. For longer requests, the workflow directs these to the supervisor for approval. If the vacation exceeds seven days, it escalates to the HR manager for further review. Upon all necessary approvals, the record is updated to “Approved” and unlocked, or “Rejected” and unlocked if declined.

2. Expense Report Approvals

Consider an expense report submission. When an employee submits a report, it triggers an approval process if the amount exceeds a set limit, say $500. The report then goes to the direct manager for initial approval. If approved, and the amount is particularly high, it might require a second approval from the finance department. This process ensures that expense reports are properly reviewed and authorized, reflecting the company’s spending policy and budgetary constraints.

Approval process in Salesforce examples demonstrates the versatility of Salesforce’s approval process in handling various organizational scenarios, from managing employee leave to overseeing financial expenditures. By tailoring these processes, companies can ensure efficient, consistent decision-making aligned with their operational policies.

Key Components of an Approval Process

An approval process in Salesforce consists of several key components:

1. Approval Steps

Approval steps establish the prerequisites that must be fulfilled for a record to be submitted for approval, as well as the individuals or teams in charge of reviewing and approving the record.

2. Approval Actions

Approval actions are tasks that are automatically executed when a record is approved or rejected, such as sending an email notification, updating a field, or creating a related record.

3. Approval Process Settings

These settings control the overall behaviour of the approval process, such as defining the entry criteria, establishing a recall process, and setting up email templates for notifications.

Read on – Introduction to Salesforce Flows

Creating a  Approval Process in Salesforce:

Setting up the approval process in Salesforce involved several steps. An instruction manual for setting up an approval procedure in Salesforce is provided below:

Setting Up Discount Approval Process in Salesforce:

Step 1: Navigate to Approval Processes:

1. Go to Setup.
2. Enter “Approval Processes” in the Quick Find box.
   Select “Approval Processes.”

Step 2: Choose Object and Start Setup:

1. From the “Manage Approval Process For” picklist, select “Opportunity.”
2. In the “Create New Approval Process” picklist, choose “Use Standard Setup Wizard.”
   Fill in details: Process Name, Unique Name (auto-populated), Description.
3. Click “Next.”

Step 3: Define Approval Criteria:

1. Select criteria for Discount Percentage greater than 0.
2. Click “Next.”

Step 4: Set Approver and Editability:

1. Specify approver and record editability properties.
2. Click “Next.”

Step 5: Configure Approval Assignment Email Template:

1. Leave the field blank.
2. Click “Next.”

Step 6: Specify Fields for Approval Request Page:

1. Choose fields to display.
2. Click “Next.”

Step 7: Set Initial Submitter Details:

1. Specify submitter details.
2. Click “Save.”

Step 8: Configure Field Update

1. In “Initial Submission Actions,” select “Field Update.”
2. Set details for “Approval Status Pending.”
3. Click “Save.”

Step 9: Create First Approval Step

1. Click “New Approval Step.”
   Set details for “Manager Approval.”
2. Define criteria: Discount Percentage greater than 15.
   Assign approver (Manager).
3. Click “Save.”

Step 10: Create Second Approval Step

1. Click “New Approval Step.”
   Set details for “VP Approval.”
2. Define criteria: Discount Percentage greater than 40.
   Assign approver (Allison Wheeler).
3. Configure rejection actions.
4. Click “Save.”

step 11: Field Update for Approval:

1. In “Final Approval Actions,” click “Add New.”
   Select “Field Update” with values for Approval Status.
2. Click “Save.”

Email Alert for Approval:

1. Click “Add New” in “Final Approval Actions.”
2. Choose “Email Alert” with details for Discount Approved.
3. Click “Save.”

step 12: Setting Up Final Rejection Actions:

Field Update for Rejection:

1. In “Final Rejection Actions,” click “Add New.”
   Select “Field Update” with values for Not Approved.
2. Click “Save & New.”
   Additional Rejection Action:
3. Add a new action to clear Discount Percentage.
4. Click “Save.”

Email Alert for Rejection:

1. In “Final Rejection Actions,”
2. click “Add New.”
3. Choose “Email Alert” with details for Discount Rejected.
4. Click “Save.”

step 13 : Activate Approval Process:

1. Click “Activate.”
2. Confirm the activation by clicking “OK.”

By following these steps, you can create a approval process in Salesforce for any object. This process enables structured and automated approval workflows, ensuring appropriate authorization based on criteria defined by your organization.

Explore – An Ultimate Guide on Auto launched Flows in Salesforce

Best Practices for Salesforce Approval Process Flow

Here are some best practices to follow when setting up and using the Salesforce approval process:

• Define clear approval criteria: it’s essential to define clear criteria that accurately reflect your business rules, needs, and processes. This can help to ensure that the right people are involved in the approval process and that approvals are granted or denied based on the correct factors.
• Customize the approval process flow: Customize the approval process flow to fit your organization’s specific needs. This includes adding or removing approval steps, adjusting criteria, or customizing email notifications.
• Assign appropriate approval roles: Ensure that the right people are assigned to the appropriate approval roles. This can include managers, executives, or other stakeholders who can approve or disapprove any request.
• Use email notifications: Email notifications can be a valuable tool for keeping all stakeholders informed about the approval process. You can set up email notifications automatically when an approval request is submitted, approved, or denied.
• Use Chatter to collaborate: Chatter is a powerful tool within Salesforce that can be used to discuss and collaborate on approval requests. This can ensure that everyone involved in the approval process is communicating effectively and can solve any problems immediately.
• Establish clear timelines: Establish clear timelines for the approval process to ensure that requests are processed promptly. This can include setting deadlines for approval requests, establishing escalation procedures, and monitoring approval metrics.
• Think about automating the procedure: Automating the approval procedure helps speed up and assure uniformity. You can use Automation tools such as Process Building and Workflow Rules to trigger approvals based on specific criteria, such as the amount of an opportunity or the status of a case.
• Test and refine: It is essential to test and refine your approval process flow to ensure it works as expected. Regular testing and refinement can help identify improvement areas and provide the approval process that meets your organization’s needs.

For those who are new to setting up approval processes in Salesforce or looking to sharpen their skills, the approval process in Salesforce Trailhead modules provides a wealth of information and practical exercises. These resources are designed to help you learn at your own pace, with a mix of content and hands-on practice that makes mastering the approval process in Salesforce both engaging and effective.

Use Cases of Custom Approval Processes in Salesforce

In today’s dynamic business environment, having a custom approval process in Salesforce is crucial for streamlining decision-making and maintaining operational efficiency. Salesforce Lightning further enhances this functionality with its intuitive interface, making the approval process more user-friendly and efficient. Additionally, numerous resources, including ‘approval process in Salesforce YouTube’ videos, provide visual and practical guides to help users understand and implement these processes effectively. Here, we explore some key use cases where custom approval processes can significantly impact an organization.

1. Sales Discount Approvals: In many organizations, sales representatives need approval for discounts beyond a certain threshold. A custom approval process in Salesforce can automate this. When a sales rep applies a discount over the predefined limit, the approval request is automatically sent to their manager or the sales head. This process ensures that discounts are given judiciously, maintaining profit margins while also empowering sales teams to make customer-centric decisions.
2. Project Budget Approvals: For project-based organizations, managing budgets is critical. A custom approval process can be set up for budget approvals. When a team submits a budget that exceeds a certain amount, it triggers an approval process, routing the request to finance and senior management. This process ensures financial control and accountability, crucial for the organization’s financial health.
3. Human Resource Management: In HR operations, processes like leave approvals, expense claims, and onboarding requests often require multiple levels of approval. Implementing a custom approval process in Salesforce streamlines these HR functions, ensuring a smooth workflow and timely decisions, enhancing employee satisfaction and operational efficiency.

By leveraging approval process in Salesforce Lightning, organizations can adapt these processes to their unique requirements, making them more streamlined and efficient.

Summing Up

In conclusion, Salesforce’s approval process flow systematically manages approvals for various operations within an organization. Creating a structured workflow increases consistency, transparency, and efficiency in the decision-making process. Keep in mind that setting up an approval process requires careful planning and testing to ensure it aligns with your organization’s needs and workflows. Remember to define clear approval criteria, customize the process flow, assign appropriate roles, and use tools like email notifications and chatter for effective communication. 

By following these guidelines, you can make the most of Salesforce’s approval process and enhance your organization’s operational efficiency.

Learn everything about flows by signing up for Salesforce Flow Course.

In addition to leveraging Salesforce’s capabilities, you can further bolster your proficiency and reach within the Salesforce ecosystem through the saasguru Slack community. The community comprises professionals and industry leaders passionate about Salesforce. It’s a vibrant, collaborative platform where you can exchange insights, ask questions, and receive support from other members. This online network is invaluable for staying abreast of the latest trends, discussing challenges, and learning from others’ experiences in real-world Salesforce implementation and problem-solving. 

Frequently Asked Questions (FAQs)

1. What are the approval rules in Salesforce?

Approval rules in Salesforce determine the specific criteria a record must meet to initiate the approval process. These rules could be based on any field values in the record. For example, an expense report might require approval if the amount is more than $5000.

2. What is the approval limit in Salesforce?

The approval limit in Salesforce refers to the restrictions on the steps and the approvers in an approval process. An approval process can contain up to 30 steps. Each step can have up to 25 unique approvers. These limits help maintain the efficiency and manageability of the approval process.

3. How to automate approval process in Salesforce?

Salesforce allows for automation of the approval process using its built-in tools like Process Builder or Flow Builder. These tools can trigger an approval process when certain conditions are met. For example, a Process Builder can be set up to automatically initiate an approval process whenever an opportunity value exceeds a certain amount.

4. Can we have multiple approval processes in Salesforce?

Yes, Salesforce allows the creation of multiple approval processes for different scenarios or requirements. However, only one approval process can be active per object at a time. The active process would depend on the specific conditions and criteria set within each process.

5. How to delete approval process in Salesforce?

To delete an approval process in Salesforce, you must first deactivate it. Navigate to the “Setup” section, then to “Process Automation,” and finally to “Approval Processes.” Choose the object type, select your desired approval process, and then click on the “Deactivate” button. After it’s deactivated, the “Del” button will appear beside the process, and you can click on it to delete the approval process.

6. What is smart approval in Salesforce?

Smart Approvals in Salesforce is a feature designed to simplify and streamline the approval process. It allows users to easily approve or reject requests directly from their email or Chatter without having to log into Salesforce. This speeds up the approval process and improves user convenience.

7. How to debug approval process in Salesforce?

Debugging an approval process in Salesforce can be accomplished using debug logs. You need to set up a debug log for the user who will trigger the approval process. Then, carry out the actions that initiate the process. Salesforce captures detailed information about these actions in the debug logs, which can be analyzed to troubleshoot any issues.

8. What are the three key components of an approval process?

The three integral components of an approval process in Salesforce are: 

(1) Entry Conditions – these are the prerequisites that a record has to satisfy to initiate the approval process. 

(2) Approval Steps – the stages in the process where a record gets reviewed. This includes initial submission, any necessary approvals, and final approval or rejection.

 (3) Actions – these represent the automatic operations that are executed when a record is approved, denied, withdrawn, or initially submitted.

9. What is an example of an approval process in Salesforce?

An example of an approval process in Salesforce is the scenario of a sales deal that requires managerial approval before moving forward. When a sales representative creates an opportunity with a high monetary value, an approval process can be set up. The process involves stages such as submission, review by the sales manager, and subsequent approval or rejection. During the process, the sales manager receives notifications and can make comments or request modifications. Once approved, the opportunity advances to the next stage, while rejections may trigger additional actions like sending notifications back to the sales representative for adjustments.

10. What are the benefits of using an approval process in Salesforce?

Using an approval process in Salesforce offers several benefits:

• Structured Workflow: Approval processes define a structured pathway for reviewing and approving records, ensuring consistent procedures.
• Automation: Manual approval tasks are automated, reducing manual intervention and the likelihood of errors.
• Visibility: Stakeholders can track the approval progress, view comments, and gain insights into the decision-making process.
• Audit Trail: Detailed logs of approvals and rejections provide an audit trail for compliance and accountability.
• Efficiency: Streamlined processes result in faster decision-making and reduced cycle times.
• Data Integrity: Approval processes help maintain data accuracy by enforcing validation rules and data standards.

11. What are the limitations of using an approval process in Salesforce?

While approval processes offer significant benefits, they come with some limitations:

• Complexity: Overly complex processes can lead to confusion among users and administrators.
• Inflexibility: Rigidity in process design can hinder adapting to changing business needs.
• Performance: Extensive approval processes may impact system performance and responsiveness.
• Lack of Parallel Approval: Salesforce doesn’t natively support true parallel approval, which might be required for certain scenarios.
• User Dependency: Processes might stall if an assigned approver is unavailable or unresponsive.

12. How do I troubleshoot an approval process in Salesforce?

When troubleshooting an approval process in Salesforce:

• Check Criteria: Verify that the criteria for record submission are accurately defined.
• Approval Steps: Ensure approval steps and user assignments are correctly configured.
• Email Alerts: Confirm that email alerts and notifications are set up properly.
• Field Updates: Verify that field updates associated with approvals are functioning as intended.
• Queue Assignments: Ensure that queue assignments are correctly configured for dynamic routing.

13. How does the Salesforce Approval Process ensure data security?

Salesforce’s approval process enhances data security by enforcing controlled access and validation:

• Access Control: Only authorized users can approve or reject records, preventing unauthorized modifications.
• Validation: Approval criteria can include validation rules to ensure that records meet specific requirements before proceeding.
• Audit Trail: Detailed approval history and comments create an audit trail for compliance and accountability.

14. What is the approval process on opportunity product in Salesforce?

The approval process on opportunity products in Salesforce involves obtaining approval for products or services associated with an opportunity. For instance, when a sales representative adds a high-value product to an opportunity, an approval process can trigger. The sales manager or a designated approver reviews the product details, pricing, and other relevant information before approving or rejecting the addition to the opportunity.

15. Are there any best practices for designing an effective Approval Process in Salesforce?

Designing an effective approval process in Salesforce involves these best practices:

• Simplicity: Keep the process as simple as possible to avoid confusion and delays.
• Clear Criteria: Define clear criteria for when the approval process is triggered.
• User Communication: Notify users about approval requirements and stages.
• Escalation Rules: Implement escalation rules to prevent stalled approvals.
• Testing: Thoroughly test the process in a sandbox environment before deploying it.

16. What is the approval process for a contract object in Salesforce?

The approval process for a contract object in Salesforce involves the review and approval of contracts before they become legally binding. This process may include stages for initial submission, legal review, management approval, and finalization. The contract’s terms, conditions, and legal compliance are assessed during these stages. Once approved, the contract can move forward for execution, while rejections can trigger revisions and resubmissions.