By UATeam in Approval Process —

Salesforce Approval Process Setup Example: A Step-by-Step Guide

Salesforce Approval Processes are powerful tools that enable businesses to automate approval workflows for records. By defining criteria, approvers, and actions, organizations can streamline decision-making, ensure compliance, and enhance collaboration.

This guide provides an example of setting up an approval process for approving high-value opportunities in Salesforce.

What Is a Salesforce Approval Process?

An approval process in Salesforce:

  • Automates the submission, review, and approval of records.
  • Enables multi-step approval workflows.
  • Triggers actions like email notifications, field updates, or record locking.

Approval Process Use Case

Objective

We’ll create an approval process for the Opportunity object:

  • Criteria: Opportunities with an amount greater than $100,000.
  • Approvers: Manager of the opportunity owner.
  • Actions: Send email notifications, update a status field, and lock the record.

Step-by-Step Guide

Step 1: Prepare Your Environment

  1. Add a Status Field:
    • Navigate to Object Manager → Opportunity → Fields & Relationships.
    • Create a custom picklist field named Approval Status with values:
      • Pending Approval
      • Approved
      • Rejected
  2. Set Up Email Notifications:
    • Ensure email deliverability is enabled in Salesforce:
      • Go to Setup → Email Deliverability → Set to All Emails.

Step 2: Create the Approval Process

  1. Navigate to Approval Processes:
    • Go to Setup → Approval Processes → Select the Opportunity object → Create New Approval Process → Use Standard Setup Wizard.
  2. Enter Basic Information:
    • Name: High Value Opportunity Approval.
    • Unique Name: High_Value_Opportunity_Approval.
  3. Select Approval Settings:
    • Submitter: Opportunity Owner.
    • Record Editability: Select Admin and the Current Approver.

Entry Criteria:

Amount > 100000

Step 3: Define Approval Steps

Initial Submission Actions

  • Set Approval Status to Pending:
    1. Add a Field Update action:
      • Field: Approval Status
      • Value: Pending Approval.
  • Send Notification to Approver:
    1. Add an Email Alert:
      • Recipients: Opportunity Owner’s Manager.

Specify Approvers

  • Assign Approver:
    • Select Manager of Opportunity Owner.

Approval Actions

  • Set Approval Status to Approved:
    1. Add a Field Update action:
      • Field: Approval Status
      • Value: Approved.
  • Unlock Record (Optional):
    • Allow edits after approval by unlocking the record.
  • Send Approval Email:
    1. Add an Email Alert to notify the submitter.

Rejection Actions

  • Set Approval Status to Rejected:
    1. Add a Field Update action:
      • Field: Approval Status
      • Value: Rejected.
  • Notify Submitter:
    1. Add an Email Alert to inform the Opportunity Owner of the rejection.

Step 4: Activate the Approval Process

  1. Test the Setup:
    • Use test records to ensure the process works as expected.
    • Submit a record and verify actions for both approval and rejection scenarios.
  2. Activate the Process:
    • Click Activate to enable the approval process.

Step 5: Test the Approval Process

  1. Create a Test Opportunity:
    • Enter details with an amount greater than $100,000.
  2. Submit for Approval:
    • Click the Submit for Approval button on the Opportunity record.
    • Verify that the Approval Status changes to Pending Approval.
  3. Approval or Rejection:
    • Log in as the manager and approve or reject the record.
    • Confirm that the Approval Status and email notifications align with the actions.

Best Practices for Approval Processes

  1. Define Clear Criteria:
    • Ensure approval criteria are specific and align with business requirements.
  2. Communicate with Users:
    • Train users on how to use the approval process effectively.
  3. Test Thoroughly:
    • Use sandbox environments to validate workflows and actions before deployment.
  4. Monitor Performance:
    • Use reports and dashboards to track approval bottlenecks and metrics.

Conclusion

Salesforce Approval Processes simplify complex workflows by automating record reviews and approvals. By following this guide, you can set up an effective approval process for high-value opportunities, ensuring streamlined operations and improved accountability. Salesforce Approval Processes are essential for organizations aiming to optimize their workflows and maintain compliance.