Approval Action
An Approval Action in Salesforce is a configurable automation that fires at a specific point in an Approval Process: when the process starts, at each approval step (on approval, rejection, or recall), and when the process completes.
Definition
An Approval Action in Salesforce is a configurable automation that fires at a specific point in an Approval Process: when the process starts, at each approval step (on approval, rejection, or recall), and when the process completes. Each action performs a side effect on the record or related records: update a field, post to Chatter, send an outbound email alert, trigger a flow, or send an outbound message. The actions are how Approval Processes do more than route a record for a human decision; they convert the decision into changes the rest of the org sees.
Approval Actions are configured inside the Approval Process editor, attached to one of four trigger points: Initial Submission Actions (run when the process starts), Approval Step Actions (run when a step is approved or rejected), Final Approval Actions (run when the whole process finishes with approval), Final Rejection Actions (run on full rejection), and Recall Actions (run when the submitter recalls the record). Each trigger point can have any number of actions. Most production Approval Processes use Field Update and Email Alert most heavily, with occasional Flow Actions for branching logic that the standard process cannot express on its own.
How Approval Actions wire decisions into the rest of the org
The five action types
Field Update changes a field value on the submitted record (or its parent). Email Alert sends an outbound email using a template. Task creates an assigned Task record. Outbound Message posts a SOAP message to a remote endpoint. Flow Action invokes a screen-less Flow. The set is fixed; Approval Actions cannot run arbitrary Apex directly, though Flow Actions can call Apex through Flow's invocable method support.
The five trigger points
Initial Submission Actions run on submit, before the first approver sees the record. Approval Step Actions run when a step is approved or rejected; each step can have its own approval and rejection action sets. Final Approval Actions run when the process completes with a Yes decision. Final Rejection Actions run on a No decision. Recall Actions run when the submitter pulls back the submission.
Field locking versus field unlocking
The most common pair of Approval Actions is Lock on Initial Submission (so the record cannot be edited mid-process) plus Unlock on Final Approval or Final Rejection. Salesforce ships built-in Lock and Unlock actions that admins toggle without writing field updates. The lock is what stops users from editing fields the approver might still be reviewing.
Field Update Approval Actions and re-evaluation
Field Update actions inside Approval Processes can re-evaluate workflow rules. The setting is per action; turning re-evaluation on lets a downstream Workflow Rule fire when the Approval Action updates the field. Re-evaluation is powerful and produces unexpected loops if every action enables it; the default is off for a reason.
Email Alert Approval Actions
Email Alerts are most commonly used at Initial Submission (notify the submitter and any process stakeholders) and at Final Approval or Rejection (notify the submitter of the outcome). Per-step Email Alerts are useful for keeping non-approving stakeholders informed. The Email Template can reference fields from the submitted record using merge syntax.
Flow Actions and modern alternatives
Flow Action lets the Approval Process invoke an autolaunched Flow. Flows extend Approval Actions with conditional logic, multi-step processes, and Apex calls. Modern Salesforce designs increasingly move logic out of Approval Actions and into Flow, leaving Approval Actions to handle only the simplest field updates and emails.
Outbound Message Approval Actions
Outbound Message actions post a SOAP message to a configured remote endpoint. The pattern is legacy; modern integrations should use Flow plus HTTP Callout, Platform Events, or Change Data Capture instead. Existing Outbound Message actions continue to work but new development should rarely add them.
Common design patterns and pitfalls
Three patterns recur. Locking on submit and unlocking on resolution is the cleanest record-stability pattern. Email Alerts at every step quickly become spam; trim to submission and resolution-only when complaints arrive. Re-evaluation of workflow rules from Approval Actions can produce infinite loops if a downstream rule triggers the approval process again; avoid the combination unless the chain is well understood.
How to configure Approval Actions on an Approval Process
Approval Actions are configured inside the Approval Process editor. The work is mostly choosing which trigger points need which actions and keeping the noise (notifications, field churn) under control.
- Open the Approval Process
Setup, Approval Processes. Select the object, then open the Approval Process you want to add actions to.
- Pick the trigger point
Choose Initial Submission Actions, the relevant Approval Step Actions, Final Approval Actions, Final Rejection Actions, or Recall Actions.
- Add an action
Click Add Existing or Add New. Select the action type (Field Update, Email Alert, Task, Outbound Message, Flow Action) and configure its details.
- Test the process end to end
Submit a test record. Walk it through each step and trigger point. Confirm each action fires when expected and produces the intended side effect.
- Monitor and refine
After launch, watch for surprises: too many emails, missing field updates, broken Flows. Adjust the action set based on what users actually report.
- Field Update Actions can re-evaluate workflow rules. Combine carefully; misuse produces loops between approval processes and workflow rules.
- Email Alerts at every step become spam fast. Trim to Initial Submission and Final outcomes unless stakeholders explicitly need step notifications.
- Outbound Message actions are legacy. Use Flow with HTTP Callout or Platform Events for new integration needs.
- Approval Actions cannot run arbitrary Apex directly. Wrap Apex in an autolaunched Flow if business logic exceeds what Field Updates can express.
Trust & references
Cross-checked against the following references.
- Approval Process ActionsSalesforce Help
- Approval Processes OverviewSalesforce Help
Straight from the source - Salesforce's reference material on Approval Action.
- Create an Approval ProcessSalesforce Help
Hands-on resources to go deeper on Approval Action.
About the Author
Dipojjal Chakrabarti is a B2C Solution Architect with 29 Salesforce certifications and over 13 years in the Salesforce ecosystem. He runs salesforcedictionary.com to help admins, developers, architects, and cert/interview candidates sharpen their fundamentals. More about Dipojjal.
Test your knowledge
Q1. At which points in an Approval Process can Approval Actions fire?
Q2. Which of these is NOT a type of Approval Action?
Q3. Why would you use an initial submission action to lock the record?
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