Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Mohan
Salesforce Training Project work By Mohan
Approval Process
Approval Process:

• Approval Process is used to automate some type of business processes.

• If any business needs an approval kind of setup then we can use approval process
• Ex: Job recruiting, salary hike approvals etc….

Navigation to Approval process

Setup => Build=> Create -> Workflow & Approvals -> Approval Processes

Project Description (Institute Details):

Institute is located in all over the world. In India, it is located in Hyderabad, Bangalore,
Chennai, Mumbai, Kolkata and Delhi. For each location/territory one manager is be available.
These managers are called territory managers. Hyderabad, Bangalore, Chennai territories
comes under south zone. Mumbai, Kolkata, Delhi comes under north zone.

These 2 zones are handled by 2 other managers called zonal managers. These zonal managers
report to one manager, this manager is the head of this institute in India. His role is called
Director.

Req-1)

In society few of the students are poor and they are ready to join in the institute. Those
students ask to reduce the fees. To reduce the students fees, institute staff should get
approvals from 3 managers (Territory manager, zonal manager, director) based on the course
fees. See the below details.

1) If course fees is '< 20k' -> Only Territory manager approval is needed

2) If course fees is in between '20k to 50k' -> Only Zonal manager approval is needed

3) If course fees is '>50k' -> Only Director approval is needed

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114
 Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114
Sol)

➔ Create a new custom check box field called 'poor student' on ‘Student detail’ object
➔ Create a new picklist field called as 'Approval Status' on ‘Student detail’ object. Picklist
values are 'Submitted, Approved, Rejected, Finally Approved and Hold’. This field stores
the approval status details for each approval step.
➔ Add 'submit approval' button on the page layout of ‘Student detail’ object. Page layout
is ‘India Layout’
➔ Add approval history as a related list on ‘Student detail’ page layout. Page layout is
‘India Layout’
➔ Create new approval Process

Setup => Build=> Create -> Workflow & Approvals -> Approval Processes


• Enter process Name

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

• Entry Criteria ➔ If user clicks on ‘submit for approval’ button then system checks the
entry criteria for that record. If the record is silicified the Entry criteria approval will
start executing.

• In this step we can specify which user can edit the record after approval process is
submitted that means during the time of process.
• In this step we can also specify which user can automate the Next approver

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

• In this step we can select the email template for this approval process. This email
template should already be created or available in our org.
• This email template will be used in sending the email notifications to the users
(Approvers)

• In this step we can add fields which will be displayed on the approver/Reject record
page. Approver/Reject record page will be displayed when a user clicks on
Approve/Reject link to approve/reject the record.

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

• See the below approver/Reject page

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

 Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

• In this step we can specify the users who can start the approval process
• If the above added user clicks on ‘submit for approval’ button then approval process
will start executing.
• We can also specify recall approval requests for those users

➔ After approval process is created, If we want to perform any actions (like email alert,
field update, task creation and outbound messages) during the time of initial
submissions (once user clicks on submit for approval button then this initial submission
actions will perform) we need to add those actions under ‘Initial Submission Actions’
section.

➔ Create approval Steps

➔
Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114
Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

• Notes:
- In this step we have selected only one user to approve this step (User =
Venkat)
- So we no need to think about multiple approvers (When multiple approvers
are selected)

Step-3) If we have multiple approvers then see the below image

• If we have multiple approvers in this step then add multiple users by using ‘Add Row’
link. Here multiple users are ‘Venkat’ and ‘Trainee FullCource’
Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114
Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114
• In this situation we need to select any one of the option for multiple approvers. Two
options are
• ‘Approve or reject based on the FIRST response’ :
- Once record is submitted for approval process then each approval step should
execute. If the above approval step is executed then the above two users
(Venkat and Trainee fullcource) will get emails for approvals. If any of these
users approve first then this approval step will be approved(Approval status
will be changed from pending to approved on the approval history page)
• ‘Require UNANIMOUS approval from all selected approvers’:
- Once record is submitted for approval process then each approval step should
execute. If the above approval step is executed then the above two users
(Venkat and Trainee fullcource) will get emails for approvals. Both users should
approve this record. If both users approved this record then the approval
status should be changed from pending to approved.
- See the two approvers on the record ‘Approval History’ page

• The approvers delegate may also approve the request:

- Here approver is the user. On this user record page we have one lookup field
called ‘delegate approver’. If this field has a value (another user) then that user
also will get approver request. That means, both approver and delegate user
should get the approval request. Any one of these 2 users can approve this
request.
• We can add actions to each approval step. See like in below

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

 Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

➔ One all approval steps are created then below is the image for that steps

➔ One all approval steps are created then add actions to the ‘Final Approval Actions’

➔ Add actions to the ‘Final Rejection Actions’

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

 Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114

➔ Add any actions to the ‘Recall Actions’

➔ Finally Activate the approval process

Salesforce Training By Mohan - VLR Training Institute – Contact: +91-9059868766, 6301332114