SFDC useful approval_processes
- 1. USEFUL APPROVAL PROCESSES Summary Describes approval processes that you can use in your organization. Approval processes specify the steps necessary for a record to be approved, and who must approve it at each step. Examples of Approval Processes 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. Use these samples of common approval processes to help you get started creating your own: • Sample Approval Process: PTO Requests • Sample Approval Process: Expense Reports • Sample Approval Process: Discounting Opportunities • Sample Approval Process: Job Candidates Note: If your organization has both Approvals and Chatter enabled, administrators can turn on Approvals in Chatter, which lets users receive approval requests as posts in their Chatter feeds. Sample Approval Process: PTO Requests Most companies require employees to file a PTO (Paid Time Off) request and have their manager approve it. In three phases, here's how to automate a simple one-step PTO request process using Salesforce. Prep Your Organization Before creating the approval process: • If you do not yet have a custom object to track your PTO requests, create a custom object and tab called PTO Requests. Add the appropriate fields for your PTO Requests such as Start Date, End Date, and Employee Name. See “Define Custom Objects” in the Salesforce Help and “Defining Custom Tabs” in the Salesforce Help. • Create an email template to notify approvers that an approval request needs to be reviewed. Be sure to include one of the approval process merge fields to take users directly to the approval page. Create the Approval Process Use the jump start wizard to create an approval process for the PTO Request custom object and specify the following: • Select the email template you created for this approval process. • Don't specify filter criteria if you want each user to submit PTO requests and have them included regardless of their attributes. • Selectthe Automatically assign an approver using a standard or custom hierarchy field option, then choose Manager. Last updated: May 20, 2015
- 2. • The jump start wizard automatically chooses the record owner as the only person who can submit PTO requests. Tip: If you want the submitter to be able to withdraw a submitted PTO request: 1. Click Edit and choose Initial Submitters. 2. Select Allow submitters to recall 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” in the Salesforce Help. Wrap Things Up After creating the approval process, add the Approval History related list to the PTO Request object page layout. See “Customizing Page Layouts” in the Salesforce Help. Tip: Consider adding the Items To Approve related list to your custom home page layouts. It gives users an instant view of the approval requests they need to approve or reject. For instructions on adding this component to your home page layouts, see “Design Home Tab Page Layouts” in the Salesforce Help. If available, use your sandbox to test the approval process, then activate it. Sample Approval Process: Expense Reports If your company requires that employees file expense reports for managers to approve, you can automate this process in Salesforce. Use this example to create a two-step expense report approval process for all employees in your headquarters office. It specifies that expenses less than $50 are automatically approved, those $50 and over require manager approval, and those over $5,000 require additional approval from two VPs. This example highlights the “else” option, as well as the parallel approvals feature. Prep Your Organization Before creating the approval process: • If you do not yet have a custom object to track your expenses, create a custom object and tab called Expense Reports. See “Define Custom Objects” in the Salesforce Help and “Defining Custom Tabs” in theSalesforceHelp.Addtheappropriatefieldssuchas Amount, Description, Status, Start Date, and End Date. • Create an email template to notify approvers that an approval request needs to be reviewed. Be sure to include one of the approval process merge fields to take users directly to the approval page. • Create a custom field on the user object called Office Location. Assign the “HQ” value to users in the headquarters office location. Create the Approval Process Create an approval process using the Expense Report custom object and specify the following: 2 Sample Approval Process: Expense ReportsUseful Approval Processes
- 3. • The filter criteria for this approval process is Current User: Office Location equals HQ. Records must meet this criteria before they can be submitted to this approval process. • Choose the Manager field as the next automated approver. • Create an email template to notify approvers that an approval request needs to be reviewed. Be sure to include one of the approval process merge fields to take users directly to the approval page. • Choose the record owner or any other user who you want to be able to submit expense reports. • Create two approval steps: 1. Create a step named Step 1: Manager Approval with the following specifications: – Name this step Step 1: Manager Approval. – Select Enter this step if the following and choose criteria are met. Also, choose approve record for the else option. – Set the filter criteria to: Expense: Amount greater or equal 50. – In the Automatically assign to approver(s) option, select the manager of the user submitting the request. – Ifappropriate,choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests. 2. Create a second approval step named Step 2: Multiple VP Approval and specify the following: – Use the filter criteria Expense Amount greater or equal 5000. – Choose Automatically assign to approver(s) and select two users with a VP role. – Selectthe Require UNANIMOUS approval from all selected approvers option. The request will not be approved unless both designated users approve. – Ifappropriate,choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests. – Choose Perform ONLY the rejection actions for this step... so that the request returns to the manager for changes if one of the VPs rejects the request. Tip: Consider creating the following final approval actions: • Define a field update to automatically change the Status field to “Approved.” • Send an approval notification to the user who submitted the expense report. • Sendanoutboundmessagetoyourbackofficefinancialsystemtoprintareimbursementcheck. Wrap Things Up After creating the approval process, add the Approval History related list to the Expense Report object page layout. See “Customizing Page Layouts” in the Salesforce Help. Tip: Consider adding the Items To Approve related list to your custom home page layouts. It gives users an instant view of the approval requests they need to approve or reject. For instructions on 3 Sample Approval Process: Expense ReportsUseful Approval Processes
- 4. adding this component to your home page layouts, see “Design Home Tab Page Layouts” in the Salesforce Help. If available, use your sandbox to test the approval process, then activate it. Sample Approval Process: Discounting Opportunities Opportunities that are discounted more than 40% require a CEO approval. Use this example to create a one-step approval process. Prep Your Organization Before creating the approval process: • Create an email template to notify approvers that an approval request needs to be reviewed. Be sure to include one of the approval process merge fields to take users directly to the approval page. • Create the following custom fields for opportunities: – A percent field called Discount Percent so that users can enter a percentage discount. – A checkbox field called Discount Approved to indicate whether the CEO approved the discount. Create the Approval Process Create an approval process on the Opportunity object and specify the following: • The filter criteria for this approval process is Discount Percent greater or equal 0.4. Records must meet this criteria before they can be submitted to this approval process. • You don't need to choose a custom field as the next automated approver because you will specify later in the process that the CEO must approve all requests. • Select the email template you created for this approval process. • Choose the record owner as the only user who can submit a discount request for approval. • Create one approval step with no filter criteria because all records submitted will need to be approved or rejected. See “Creating Approval Steps” in the Salesforce Help. • Choose Automatically assign to approver(s) and select the name of your CEO. • If appropriate, choose The approver's delegate may also approve this request ifyouwanttoallowtheuserinthe Delegated Approver fieldtoapproverequests. • Consider creating the following final approval actions: – Send an approval notification to the user who submitted the discount request. – Defineafieldupdatetoautomaticallyselecttheopportunity Discount Approved checkbox field. Wrap Things Up After creating the approval process, add the Approval History related list to the appropriate opportunity page layouts. See “Customizing Page Layouts” in the Salesforce Help. 4 Sample Approval Process: Discounting OpportunitiesUseful Approval Processes
- 5. Tip: Consider adding the Items To Approve related list to your custom home page layouts. It gives users an instant view of the approval requests they need to approve or reject. For instructions on adding this component to your home page layouts, see “Design Home Tab Page Layouts” in the Salesforce Help. If available, use your sandbox to test the approval process, then activate it. Sample Approval Process: Job Candidates When your company interviews candidates for a position, you may have several levels of approval before youcansendanofferletter.Usethisexampletocreateathree-stepapprovalprocessthatrequiresapproval from multiple management levels. Prep Your Organization Before creating the approval process: • If you don't yet have a custom object to track candidates, create a custom object and tab called Candidates. See “Define Custom Objects” in the Salesforce Help and “Defining Custom Tabs” in the Salesforce Help. Add the appropriate fields such as Salary, Offer Extended (checkbox), and Date of Hire. • Create an email template to notify approvers that an approval request needs to be reviewed. Be sure to include one of the approval process merge fields to take users directly to the approval page. Create the Approval Process Create an approval process on the Candidate custom object using the following specifications: • Don't enter filter criteria because you want all submitted offers to be approved. • Choose the Manager field as the next automated approver. • Select the email template you created for this approval process. • Choose the record owner or any other user that you want to be able to submit offer letters. • Create three approval steps: 1. Create a step named Step 1: Manager Approval: – No filter is necessary as you want all records to advance to this step. – In the Automatically assign to approver(s) option, select the manager of the user submitting the request. – Ifappropriate,choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests. 2. Create a second step named Step 2: VP Approval: – No filter is necessary as you want all records to advance to this step. – Choose Let the user choose the approver to allow the manager to select the appropriate VP to approve the request. 5 Sample Approval Process: Job CandidatesUseful Approval Processes
- 6. – Ifappropriate,choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests. – Choose Perform ONLY the rejection actions for this step... so that the request returns to the manager for changes if the VP rejects the request. 3. Create a third step named Step 3: CFO Approval: – No filter is necessary as you want all records to advance to this step. – Choose Automatically assign to approver(s) and select the name of your CFO. – Ifappropriate,choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests. – Choose Perform all rejection actions for this step AND all final rejection actions. (Final Rejection) sothatofferlettersrejected by your CFO are completely rejected. Tip: • Consider creating the following final approval actions: – Send an approval notification to the user who submitted the offer letter request. – Define a field update to select the Offer Extended checkbox field. • Consider creating the following final rejection actions: – Send a notification to the manager that the offer won't be extended. Wrap Things Up After creating the approval process, add the Approval History related list to the Candidates object page layout. See “Customizing Page Layouts” in the Salesforce Help. Tip: Consider adding the Items To Approve related list to your custom home page layouts. It gives users an instant view of the approval requests they need to approve or reject. For instructions on adding this component to your home page layouts, see “Design Home Tab Page Layouts” in the Salesforce Help. If available, use your sandbox to test the approval process, then activate it. 6 Sample Approval Process: Job CandidatesUseful Approval Processes