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Create a new Approval Process

Introduction
An approval process is an automated process your organization can use to approve records in Salesforce. An approval process specifies the steps necessary for a record to be approved and who must approve it at each step. A step can apply to all records included in the process, or just records that meet certain administrator-defined criteria. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval.

Before you begin, determine which wizard to use. See Choosing an Approval Process Wizard. To create an approval process:

  • Launch the Approval Process Wizard.

  • Specify Name, Unique Name, and Description.

  • Specify Criteria for Entering Process.

  • Specify Approver Field and Record Editability.

  • Select Email or Chatter Post Notification Template.

  • Configure Approval Request Page Layout.

  • Specify Initial Submitters.

  • Activate the Approval Process.

  • Launch the Approval Process Wizard.

How to create an Approval Process
1. From Setup, click Create > Workflow & Approvals > Approval Processes.
i) Choose the object for the new approval process.
ii) Click Create New Approval Process and choose Use Standard Setup Wizard from the drop-down button.

Alternatively, click Use Jump Start Wizard if you want to create a basic approval process with default settings.

2. Specify Name, Unique Name, and Description, and Click Next If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

i) Enter a name for the new approval process.

ii) Enter a unique name, which will be used to refer to this approval process in the Force.com API. The requirement for uniqueness is only within the selected object type. You can have two approval processes with the same unique name, provided they are defined for different objects, such as one for Campaigns and one for Opportunities. The Unique Name field can contain only underscores and alphanumeric characters. It must be unique within the selected object type, begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores.

iii) Optionally, enter a description.

3. Specify Criteria for Entering Process

If only certain types of records should enter this approval process, do one of the following:

i) Select criteria are met if you want to set a filter criteria that a record must meet to enter this approval process.

For example, if Merchandise stock is greater then 5000, take an approval for this stock.

ii) Enter filter criteria for records that you want included in this approval process. Leave the filter blank if you

want all records submitted to be included in the approval process.

4. Specify Approver Field and Record Editability
When you define approval steps, you can assign approval requests to different users. One option is to use a user field to automatically route these requests. The user field can be any custom hierarchical relationship field such as Account Manager or the Manager standard user field. To see some examples of specifying a user field as an approver field, see Examples of Approval Processes.
When a record is in the approval process, it is always locked; only an administrator can edit it. However, you can also allow the currently-assigned approver to edit the record. You can still add Line Item members to Merchandise locked for approval.

Warning
If you leave the Next Automated Approver Determined By field blank, you can’t automatically assign approval requests to the manager in any step you create for this approval process.

Select Use Approver Field of Record Owner if you want the first executed approval step to use a standard or custom user hierarchy field on the record owner’s user record—instead of the submitter’s user record—as the approver. All remaining steps use the specified user hierarchy field in the user record of the preceding step’s approver.

For example, suppose you want the approval process to automatically assign each step’s approver using the Manager standard user hierarchy field. The first approval step that isn’t skipped uses the record owner’s manager as the approver. All the other steps use the preceding approver’s manager as the approver.

Note Make sure the assigned approver has access to read the records for the approval requests.

Select Administrators ONLY… if you want only users with the “Modify All” object-level permission for the given object, or the “Modify All Data” permission, to be able to edit records that are pending approval. Select Administrators OR… if you want the assigned approver to be able to edit the records too. The assigned approver must also have edit access to the record through both their permissions and the organization-wide sharing defaults for the given object. When a record is submitted for approval, it is automatically locked to prevent other users from editing it during the approval process.

Click Next. If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

5. Select Email or Chatter Post Notification Template

When an approval process assigns an approval request to a user, Salesforce automatically sends the user an approval request email. The email contains a link to the approval page in Salesforce, where the user can approve or reject the request and add comments. If email approval response is enabled, the user can alternatively reply to the email by typing approve, approved, yes, reject, rejected, or no in the first line of the email body, and adding comments in the second line. This option is especially useful for users who might receive approval requests on a mobile device.

Note Approvers must have the “API Enabled” system permission to approve or reject approval requests via email.

If your organization has Approvals in Chatter enabled, you can also elect to send your approver a notification via Chatter.

Note Chatter post approval notifications are only available for approval processes associated with an object that has been enabled for feed tracking.

If the assigned approver has opted to receive approval requests as Chatter posts, they’ll see a post on their Chatter feed in addition to getting the approval request email.

Choose a custom email template to use when notifying approvers that an approval request is assigned to them, or leave this field blank to use the default email template. Each approval process uses a single email template for all steps.

Note If email approval response is enabled, be sure the email template you use describes how to correctly use both response options: clicking the link and replying by email. If the user doesn’t respond correctly (for example, if the user misspells approve or types it on the wrong line), Salesforce doesn’t register the user’s response.

With the exception of {!ApprovalRequest.Comments}, approval merge fields named {!ApprovalRequest.field_name} in email templates return values only in approval assignment emails and email alerts for approval processes. When used in other emails—including email alerts for workflow rules—the approval merge fields return null.

If available, choose an approval post template to use when notifying approvers via a post in their Chatter feed. If you don’t pick an approval post template, the approval post for the object uses either the system default template or, if you created one, the default template for the object.

Note Only users with access to the approval record can see the approval request post. Comments on approval posts aren’t persisted to the approval record.

Click Next. If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

6. Configure Approval Request Page Layout

The approval page is where an approver approves or rejects a request.

Select the fields you want to display on the approval request page and click Add.

If you enable notifications in Salesforce1, keep in mind that approvers may view this list of fields on a mobile device. Select only the fields necessary for users to decide whether to approve or reject records.

Sort the fields by selecting them and clicking Up or Down.

Select Display approval history information… to include the Approval History related list that lists such fields as Date, Assigned To, Actual Approver, and Comments.

Select Add Approval History Related List… to update all the page layouts for this
object to include a related list that allows users to submit approval requests and track them.

Choose a security setting:

Allow approvers to access the approval page only from within the application

Users must log in to Salesforce to view the approval page.

Allow approvers to access the approval page only from within the application, or externally from a wireless-enabled mobile device

Users can access an external version of the approval page from any browser, including those on mobile devices, without logging in to Salesforce. If you select this option, you can’t add approval steps that let users manually select the next approver.

Click Next. If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

Specify Initial Submitters

Specify which users are allowed to submit records for approval.

Select a Submitter Type, enter a search term, and click Find.

Select from the list of available submitters and click Add.

Optionally, select Allow submitters to recall approval requests to give submitters the option to withdraw their approval requests. If the Allow submitters to recall approval requests option is selected for the approval process, both submitters and administrators can see the Recall Approval Request button in the Approval History related list on the detail page of submitted records; otherwise, only administrators can see it. When a user clicks Recall Approval Request, the pending approval request for the record is withdrawn and recall actions are run. For more information, see Recall Actions.

This option is useful for situations that can change on the submitter’s side while waiting for an approval. For example, an opportunity might be lost after the user submits it for approval.

Click Save.

Activate the Approval Process

Activate the process after you have created at least one approval step for the approval process. See Creating Approval Steps.
To activate a process:

Click Next. If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

Click Activate next to the process.

Note : Select a current user field if you want to filter based on the user submitting an approval request.
Click Next. If you are editing an existing approval process and don’t want to make further changes, click Save to store your changes.

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