Approval steps are added one at a time from inside an existing Approval Process. Build the process shell first, then add steps in the order approvers should act. Each step needs entry criteria, an approver, and a rejection rule before you activate.
- Open the Approval Steps related list
From Setup, open your Approval Process and find the Approval Steps related list. Click New Approval Step. Steps are created in sequence, so add them in the order you want approvers to act.
- Set the step name and entry criteria
Give the step a clear Name and Step Number. Choose "All records should enter this step" or "Enter this step if the following criteria are met," then define the filter or formula. Decide what happens to records that do not meet the criteria.
- Assign the approver
Pick how the approver is set: let the submitter choose, automatically assign using a user field like Manager, or assign to a specific user, queue, or related user. If you add more than one approver, choose first-response or require unanimous approval.
- Set the rejection behavior
For steps after the first, choose whether a rejection ends the process as a final rejection or sends the record back to the previous approver. Then add any step-level approval or rejection actions you need.
- Save, repeat, and activate
Save the step and repeat for each decision point in the chain. Review the full ordered list, then activate the approval process so new submissions follow the steps.
Filter or formula that decides which records enter this step; records that fail can be approved past it or rejected.
Who acts on the step: submitter choice, a user field such as Manager, a specific user, a queue, or a related user lookup.
When several approvers are on one step, choose approve/reject on the first response or require unanimous approval.
For later steps, choose final rejection (ends the process) or send the record back to the most recent approver.
Optional approval and rejection actions for the step, such as field updates, email alerts, tasks, and outbound messages.
- The first step can only end in final rejection on a no, because there is no earlier step to return to.
- Step criteria filter records into a step; they do not branch records down separate paths the way a flow decision does.
- Manager-based steps break silently when the submitter has no Manager value, so validate that field before activating.
- Editing steps on an active process affects only future submissions; in-flight records keep their original path.