Final Rejection Actions are configured inside an existing approval process in Setup. You add automated actions to the Final Rejection Actions section and set how the rejected record should be locked. The approval process must be deactivated before you can edit its actions, then reactivated when you are done.
- Open the approval process
In Setup, go to Process Automation and open Approval Processes. Pick the object, then click into the approval process you want to change. Deactivate it first, because Salesforce blocks edits to actions while a process is active.
- Find the Final Rejection Actions section
Scroll to the Final Rejection Actions section near the bottom of the detail page. This is separate from the per-step Rejection Actions and from the Final Approval Actions section, so confirm you are in the right one.
- Add the automated actions
Click Add New and choose Field Update, Email Alert, Task, or Outbound Message. Create a field update to set your approval status field to a rejection value, and add an email alert using a template written for rejections. Repeat for each action the outcome needs.
- Set the record lock behavior
Use the Record Lock option in the section to decide whether the rejected record stays locked or unlocks for editing. Choose unlock if the submitter should revise and resubmit, or keep it locked if the record should freeze for review.
- Reactivate and test
Activate the approval process again. Submit a test record, reject it, and confirm the field updates apply, the email arrives with the rejection comment, and the lock state matches what you chose.
Changes a value on the rejected record, commonly setting an approval status picklist to Rejected or clearing fields tied to the request.
Sends a templated email to chosen recipients, typically the submitter, ideally with the approver's rejection comment merged in.
Creates a follow-up activity assigned to a user so the rejection has a concrete next action, such as review and revise.
Sends record data as a SOAP message to an external endpoint when another system needs to know the request was rejected.
Sets whether the rejected record stays locked or unlocks for editing once the process ends in rejection.
- You cannot edit Final Rejection Actions while the approval process is active. Deactivate it first, make changes, then reactivate.
- Final Rejection Actions fire only on a true final rejection. A step set to send the request back to the previous approver does not trigger them.
- The Record Lock setting is easy to miss. Decide it on purpose, because the wrong lock state either blocks resubmission or leaves a record editable when it should be frozen.
- A rejection email with no merge field for the approver's comment leaves the submitter guessing about why the request failed.