Automation · Topic 2 of 2
Approval Processes
Salesforce approval processes: entry criteria, approvers and steps, initial submission, approval, rejection and recall actions, and record locking.
- 3 min
- Entry criteria decide which records can enter the process.
- Steps have their own criteria and approvers: users, queues, related user fields.
- Unanimous versus first-response approval for multiple approvers.
What it is
An approval process automates how a record is approved, such as a discount, expense or contract. It defines which records need approval, who approves them, in what steps, and what happens when the record is submitted, approved, rejected or recalled.
How it works
Building an approval process
| Part | What you set |
|---|---|
| Entry criteria | Which records can enter, such as Discount greater than 20% |
| Initial submitter | Who can submit records, such as the record owner |
| Record editability | Whether only administrators, or administrators and the current approver, can edit locked records |
| Approval steps | One or more steps, each with its own criteria and approvers |
| Approvers | A specific user, a queue, a related user field (such as the Manager field), or several approvers |
| Multiple approvers | Require unanimous approval or accept the first response |
| Actions | Field updates, email alerts, tasks and outbound messages at each stage |
Actions at each stage
| Stage | Typical actions |
|---|---|
| Initial submission | Lock the record, set Status to Pending |
| Step approval or rejection | Notify the submitter, update fields |
| Final approval | Set Status to Approved; keep locked or unlock |
| Final rejection | Set Status to Rejected; usually unlock for edits |
| Recall | The submitter withdraws the request; unlock and reset the status |
Records are locked while in approval so they can't be changed during review.
How records are submitted
Users click Submit for Approval, or automation such as a flow submits records automatically. The Approval History related list shows the path the record took. Approvers can respond from email, the mobile app or the Approval Requests page.
Approval processes and Flow
Salesforce also offers Flow-based approval orchestration, but classic approval processes remain a core admin skill and appear on the exam.
A worked example: discounts above 20% need the rep's manager to approve, and above 40% also need the sales director. Create an approval process with entry criteria Discount > 20%, step 1 approver = the submitter's manager, step 2 criteria Discount > 40% with approver = the sales director, and final approval and rejection actions that update the Status field.
To send each request to the submitter's own manager automatically, choose the approver "Manager" (a related user field) rather than naming a specific user.
How the exam asks about this
- "Prevent edits while a record awaits approval." Records are locked on submission.
- "All three directors must approve." Multiple approvers with unanimous approval.
- "Automatically submit qualifying records." A flow that submits the record for approval.
What to remember for the exam
- Entry criteria decide which records can enter the process.
- Steps have their own criteria and approvers: users, queues, related user fields.
- Unanimous versus first-response approval for multiple approvers.
- Actions run on initial submission, approval, rejection, final approval, final rejection and recall.
- Records are locked during approval; flows can submit records automatically.
If a record doesn't meet the entry criteria, users see an error when they try to submit. Check the criteria first when submission fails.
Common mistakes
Hard-coding one approver for everyone's requests. Use the Manager field or a queue.
Forgetting final rejection actions. Records may stay locked.
Assuming flows replace approvals on the exam. Classic approval processes are still tested.
Check yourself
What happens to a record when it is submitted for approval?
It is usually locked, and initial submission actions such as status updates run.
How can every approver in a step be required to approve?
Set the step to require unanimous approval from multiple approvers.
What does recall do?
It lets the submitter withdraw a pending approval request, running the recall actions.
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