Step-by-Step Salesforce Approval Process Guide

How To Set Up A Salesforce Approval Process In Easy Steps?

An organized approval process in Salesforce assists in simplifying business processes by automating approvals for records like opportunities, leads, and custom objects. In addition to reducing manual intervention, an explicit approval procedure increases compliance and transparency across various corporate operations.

‍

Here, you'll learn how to create a Salesforce approval process that properly suits your company's requirements, , a crucial aspect of strategic Salesforce consulting.

‍

Steps To Create Approval Process In Salesforce

So, what is approval process in Salesforce?

It is a workflow that automates the routing of records for approval based on specific criteria. Every major decision in an organization follows a path. Some get approved instantly, while others require multiple layers of review. Without a clear process, approvals stall, records pile up, and accountability weakens.

‍

The Salesforce Approval Process makes sure that modifications to critical records go through a formalized workflow before being approved.

Here, you will be guided through seven practical steps to deploy your approval process in Salesforce.

‍

Step 1: Plan The Approval Process

Creating a blueprint for an approval process before establishing that process itself in Salesforce ensures your approval process in Salesforce works exactly as you need it.

‍

The first step is to figure out the list of records that need to be approved and under what conditions. Identify who will request approval and determine who will approve the requests (user, queue, or manager).

‍

Next, identify what criteria will trigger records to be entered into the approval process. Identify what will happen at the time of submission. In addition, determine the conditions under which certain requests would be auto-approved, rejected, or bypassed.

‍

Specify the number of levels of approval and what should occur when something is approved or rejected. Lastly, select an email and Chatter post template for request approvals so that notifications contain clear instructions and direct links to the approval record.

‍

Step 2: Define The Approval Request Submission

Once the plan is established, the second step is arranging how the records would get submitted for approval. In Salesforce, users have the option to submit approval requests manually or automatically according to predetermined rules. This prevents delays where the wrong records end up with the wrong approvers at the wrong time.

To set this up:

• Go to Setup> Click Process Automation > Click Approval Processes.
• Click New Approval Process and choose the object to which the approval process applies (e.g., Opportunities).
• Select between Jump Start Wizard (for rapid setup) or Standard Wizard (for detailed setup).
• Enter a name and description.
• Establish the entry criteria.
• Determine if the submission is manual (user-triggered) or automated through workflows or process builders.

‍

A clearly defined submission of approval requests avoids unnecessary approvals, increasing efficiency.

‍

Step 3: Specify The Approver Assignment

Assigning the right approvers is an essential aspect of the Salesforce approval process.  Salesforce provides various ways to assign approvers:

• Direct user assignment: A particular user approves every request.
• Manager-based approval: The request is routed to the record owner's manager. Queue-based approvals: A team of users gets the request, and any member can approve it.
• Dynamic approval routing: Assigning approvers using formula or lookup fields.

You will:

1. Select "Specify Approver Field" if you need user-based assignments.
2. Set up delegation rules to handle workload.
3. Test assignment with sample records.

‍

Setting the proper approvals ensures that each submission reaches an eligible decision-maker on time.

‍

Step 4: Configure Initial Submission Actions

Initial submission actions determine what occurs when a record enters the approval process. Getting these actions right provides transparency for submitters and avoids unauthorized modification during review.

Some typical initial submission actions are:

• Locking the record to avoid modifications while the request is pending approval.
• Email notification to approvers, informing them of outstanding requests.
• Updating fields.
• Triggering other workflows, like logging an event in Salesforce Chatter.

Use these steps for this:

1. Click "Add New" on Initial Submission Actions.
2. Select actions like "Lock Record" and "Send Email Alert."
3. Customize your message and set recipients.

‍

This step facilitates your approval process in Salesforce by locking down each record and notifying the correct individuals in real-time.

‍

Step 5: Set Up Approval Steps

Approval steps determine the sequence in which the request moves from one stage to the next. There are approval processes that involve a single step and others that involve multiple levels of approval.

Here on the platform, you will:

1. Click "New Approval Step" for every level.
2. Fill in specific criteria and assign approvers or groups.
3. Set up escalation rules for late approvals.

‍

Salesforce enables you to set up parallel approvals (where several users approve at the same time) or sequential approvals (where one action follows another). Clearly defined approval steps assist in organizing the workflow and avoiding confusion.

‍

Step 6: Define Final Approval And Rejection Actions

After requesting approval, Salesforce performs actions depending on what happens. Such actions directly approve or reject records to the subsequent logical stage within the business flow.

  1. Click "Add New Action" under Final Approval Actions to:

• Unlock the record so it can be edited again.
• Change the status (i.e., "Approved").
• Send the approval email notification back to the submitter.
• Automatically trigger subsequent workflows or actions if needed.

 2. In the Final Rejection Actions, set up:

• Update status (e.g., "Rejected").
• Send a rejection notification to the submitter.
• Assign follow-up tasks if necessary.

‍

This last setup completes your approval process in Salesforce so that all decisions are executed correctly and notified to everyone involved.

‍

Step 7: Activate And Test The Approval Process

Thorough testing in the SandBox ensures the process works correctly before rolling it out organization-wide.

 1. Click Activate to turn on the approval process.

 2. Submit test records to confirm:

• Entry criteria function properly.
• Approvers are notified.
• Approval steps transition properly.
• Automated actions (record locking, field updates) behave as designed.

 3. Check the Approval History-related list to monitor approvals and debug any problems.

‍

Building A Salesforce Approval Process For Success

A well-executed approval process in Salesforce increases workflow efficiency, automates manual tasks, and maintains compliance with business rules. A well-designed approval system reduces approval delays, streamlines processes, and improves overall productivity, whether it is implemented internally by a team or with the help of the best Salesforce certified partner like Minuscule Technologies.

Reach out today.

‍