How to Prepare to Create an Approval Process?

How to Prepare to Create an Approval Process?

On April 28, 2024, Posted by , In Salesforce Admin, With Comments Off on How to Prepare to Create an Approval Process?

Table of Content

Choosing an Email Template for Approval Requests:

To facilitate seamless approval processes, carefully select an email template for dispatching approval requests. Utilize either the default Salesforce template or craft a customized version tailored to your organizational needs. It’s crucial to ensure that your chosen template incorporates merge fields, providing direct links to the approval request for efficiency. Moreover, if your organization supports email-based approval responses, the template should clearly instruct users on how to respond. This includes guiding them to use specific keywords such as “approve” or “reject” within the body of their email response to ensure clarity and facilitate automated processing.

Selecting a Chatter Post Template:

For organizations leveraging Chatter for approval workflows, selecting an appropriate post template is essential. This template serves as the notification medium for approval requests disseminated via Chatter. Options include using the pre-defined default Salesforce template or designing a personalized one that best suits your communication and workflow standards.

Sender of Approval Requests:

Typically, approval request notifications originate from the user initiating the request. However, during the setup of email alerts, you have the flexibility to designate an alternative return email address. This could be the default workflow user or a verified organizational-wide address, depending on your preference and compliance requirements.

Approving Requests:

Approval requests can be approved or rejected by:

  • A user or queue chosen by the submitter.
  • A queue designated by the administrator.
  • The submitter’s manager, as listed in their user details.
  • A user listed in a custom hierarchy field on the submitter’s user details.
  • Any combination of users and related users specified by the administrator.

Delegating Approval Requests:

To increase the adaptability of your approval processes, enable approvers to delegate their approval responsibilities to another user. This feature can be activated by populating the ‘Delegated Approver’ field in each user’s detail page, thus allowing flexibility and maintaining workflow continuity during absences or when special expertise is required..

Inclusion Criteria for Records:

To ensure a streamlined approval process, it is essential to clearly define the criteria that records must meet to be eligible for approval. Consider creating custom fields specifically designed to capture this essential data, which can then be utilized in setting filter criteria. This ensures that only relevant records are included, maintaining the integrity and efficiency of the approval process.

Initial Submission Actions:

When a record is submitted for approval, Salesforce automatically locks the record to prevent any modifications during the review process. At this juncture, it is advisable to consider whether additional workflow actions, such as sending email alerts or executing field updates, should be triggered. This step can enhance communication and keep all stakeholders informed as the record moves through various approval stages.

Mobile Approval:

In today’s mobile-first world, consider enabling mobile approval capabilities to accommodate the increasing mobility of users. Assess whether users should have the capability to approve requests directly from their mobile devices and whether accessing Salesforce via a secure login is necessary for these approvals. This flexibility can significantly enhance responsiveness and convenience for approvers on the move.

Editing Locked Records:

While records awaiting approval are typically locked to safeguard against unauthorized changes, there are exceptions to this rule. Users possessing “Modify All” permissions retain the ability to unlock and edit these records. Additionally, you may choose to grant the current approver the privilege to edit the record if deemed necessary. This can be particularly useful in scenarios where last-minute updates are critical to the approval decision.

Automatic Approval or Rejection:

To optimize the efficiency of your approval workflows, establish specific entry criteria for each phase of the process. Configure Salesforce to automatically execute decisions—such as approving, rejecting, or bypassing certain steps—based on these predefined criteria. This automation ensures that the process is swift and consistent, minimizing manual intervention and accelerating the overall workflow.

Approval Layers:

Carefully assess the complexity and requirements of your approval processes to determine the optimal number of approval layers. Establish the sequence in which these layers should engage, ensuring that each layer adds value and necessary scrutiny without causing unnecessary delays. This structured approach helps in maintaining a balance between thoroughness and efficiency in your approval hierarchy.

Post-Approval Actions:

Detail the specific actions that should be triggered when a request is either recalled, approved, or rejected. Salesforce allows the configuration of up to 40 distinct actions to be performed in response to approval or rejection events. These actions can include updates to record fields, initiation of additional workflows, or sending notification emails. Clearly specifying these actions ensures that all necessary follow-up tasks are automatically handled, maintaining the integrity and momentum of business processes.

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