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Approval Process and Workflow

Salesforce Approval Process   Salesforce approval process is an automated process and any organization can use it to approve records in Salesforce. As the process is automated, it works on certain criteria. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval. Simple or multi-step approval processes to automate and enforce the approval of virtually anything in your company Steps:- Navigate Setup  -> Create  -> Workflow & Approvals  -> Approval Processes.
  • Select Object for the new approval process.
  • Click on Create New Approval Process and choose Use Standard Setup Wizard from the drop-down button.
Note:  If you want to create a basic approval process with default settings. Click on Use Jump Start Wizard. Salesforce approval process Example:
  1. Enter name, unique name and Description (Optional).
  2. Select criteria are met if you want to set filter criteria that a record must meet to enter this approval process. For example, if only employees from headquarters should use this approval process to submit expense reports, enter the following filter criteria: “Current User: Office Location Equals Headquarters.”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.
  3. Select formula evaluates to true if you want a formula to determine what records enter the approval process.
  • When you define approval steps, you can assign approval requests to different users. One of your options is to use a user field to automatically route these requests. If you want to use this option for any of your approval steps, select a field from the pick list below. Also, when a record is in the approval process, it will always be locked– only an administrator will be able to edit it. However, you may choose to also allow the currently assigned approver to edit the record.
  • Define initial submission actionsNew field -> update / email / task  ->  Conditions ->  save.
  • Define approval steps
  1. Manager Step -> click on new approval step button -> provide the name -> all record should enter this step ->  select approver manually and save.
  2. CEO step -> click on new approver step button  -> provide the name  -> enter criteria and save.
  • Final approval steps                                                                                                                                                            New field update / Task / Email according to the field provide the condition and save.
  • Final Rejection actions                                                                                                                                                        New field provide the conditions and save.
(Note: Once the salesforce approval process is activated no more steps can be added. Initial submission default actions cannot be edited but final approval & rejection default actions can be edited.)   WORKFLOW: AUTOMATING THE PROCESS Many of the tasks you normally assign, the emails you regularly send, and other record updates are part of your organization’s standard processes. Instead of doing this work manually, you can configure workflow rules to do it automatically. Workflow rules can help automate the following types of actions based on your organization’s processes. Creating Workflow Tasks Workflow tasks assign a new task to a user, role, or record owner. For example, automatically assign Follow-up tasks to a support representative one week after a case is updated. To get started with workflow tasks, click User Name > Setup > Create > Workflow & Approvals > Tasks.
  • The type of record you choose determines the rules that you can associate with the workflow task. Workflow tasks can only be associated with workflow rules or approval processes for the same type of record: contact, account, lead, and so on.
Creating Email Alerts Email alerts send an email to one or more recipients you specify. For example, automatically send sales management an email alert when a sales representative qualifies a large deal. To get started with workflow alerts, create email templates for your workflow alerts, then click User Name > Setup > Create > Workflow & Approvals > Email Alerts.
  • Unlike workflow tasks, workflow alerts that are set up to email a role occupied by more than one person will send an email to each person in that role.
Defining Field Updates Field updates change the value of a field. For example, automatically change the Owner field on a contract three days before it expires. To get started with field updates, click User Name > Setup > Create > Workflow & Approvals > Field Updates.
  • To use a formula, avoid choosing a checkbox or picklist field because updates based on formulas are not supported for these field types
Defining Outbound Messages Outbound messages send a secure configurable API message in XML format to a designated listener. For example, automatically initiate the reimbursement process for an approved expense report by triggering an outbound API message to an external HR system. To get started with outbound messages, click User Name > Setup > Create > Workflow & Approvals > Outbound Messages.
  • Outbound messages are sent as a Salesforce user. Determine the user to use when sending your outbound message.
Creating Workflow Rules To get started with workflow rules, click User Name > Setup > Create > Workflow & Approvals > Workflow Rules.
  • Specify the criteria that determine when Salesforce executes the workflow rule. Any change that causes a record to match this criteria can trigger the workflow rule—even changes to hidden fields.
  • Saving or creating records can trigger more than one rule.
  • Your sharing model may prevent users from viewing records associated with workflow tasks.
  • To configure a workflow rule with scheduled actions, add time triggers and associate actions with them. The associated actions are time-dependent, executing according to the time trigger
  • When a record matches the workflow rule criteria.
  1. You can add time triggers to a workflow rule if all of the following are true:
  2. The evaluation criteria is not set to Evaluate the rule when a record is: created, and every time it’s edited.
  3. The rule is inactive.
  4. The rule does not have pending actions in the workflow queue.
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