Approval Process
An approval process is a Salesforce automation framework that routes a record through a defined sequence of approvers, applying field updates, locking records, and triggering notifications at each step.
Definition
An approval process is a Salesforce automation framework that routes a record through a defined sequence of approvers, applying field updates, locking records, and triggering notifications at each step. It is the platform's answer to "this record needs someone to sign off before the next step." Approval processes work natively on most standard and custom objects and combine criteria-based entry, multi-step routing, parallel or unanimous approvers, and conditional field updates on approval or rejection.
Each approval process has three layers: entry criteria that determine which records qualify, approval steps that define who approves and in what order, and final approval/rejection/recall actions that change the record state when the process completes. Approvers can be specific users, role hierarchies, queues, or values from a User lookup field on the record. The platform locks the record during approval to prevent edits that would invalidate the in-flight decision, and the lock releases automatically when the process completes or is recalled. Approval processes are still actively supported and have not been deprecated alongside workflow rules and Process Builder.
How approval processes route sign-offs across the org
Entry criteria and the submit-for-approval moment
An approval process starts when a user clicks Submit for Approval on a qualifying record, or when an automated trigger (Flow, Apex, or REST API call) submits the record on the user's behalf. The entry criteria define which records qualify: an Opportunity over $50,000, a Discount Request with a percentage above the user's threshold, a Travel Request with an out-of-region destination. Records that do not meet the entry criteria cannot be submitted, and the Submit button is hidden until the record qualifies.
Approval steps and approver assignment
Each step has its own criteria, approver list, and rejection behavior. Approvers can be specific users, the Manager field on the User record (Manager Hierarchy), a queue, a related User lookup field on the record, or a role plus its subordinates. Multiple approvers per step can be configured as parallel (any one approves), unanimous (all must approve), or first-response. Step criteria let some records skip steps, like an Opportunity over $1 million that needs CFO approval while smaller ones do not. This is where most approval-process complexity lives, and where most rework happens.
Record locking and field-update actions
The platform locks the record while it sits in an approval step, preventing edits that would invalidate the pending decision. Admins, the record owner, and approvers can typically still edit through the Approve/Reject UI but not through normal edit paths. Each step can fire actions on approval or rejection: field updates, email alerts, task creation, and outbound messages. These are the same action types as workflow rules and reuse the same action definitions across processes. Final approval and final rejection actions fire when the whole process completes.
Delegated approval and email approval
Approvers can delegate to another user via the Delegated Approver field on their User record. This is critical for vacation coverage; without it, an approval can sit waiting for weeks while the assigned approver is out. Email approval lets approvers reply Approve or Reject directly from the notification email without logging into Salesforce, dramatically increasing turnaround on simple decisions. Both features are configured in the approval process settings and require admin enablement before approvers see them.
Recall, rejection, and rerouting
The submitter can recall an approval before it reaches the final step, returning the record to its pre-submission state. Rejection at any step can either end the process or send the record back to a previous step for revision, depending on the rejection behavior configured per step. Rerouting is automatic when the assigned approver is no longer valid (left the company, role changed), but only if delegated approver is set. Otherwise the approval hangs and an admin has to manually reassign it.
Reporting and visibility
Approval history is captured in the ProcessInstance and ProcessInstanceStep objects, queryable via SOQL and reportable through custom report types. Standard reports include "Approval Status by Step" and "Pending Approvals by Approver." Build a report filtered to records pending approval over a threshold (24 hours, 3 days) to surface stuck approvals. This is the operational visibility that prevents approval bottlenecks from becoming a recurring complaint.
Approval processes versus Flow approvals
Salesforce introduced Flow-based approval orchestration as an alternative to traditional approval processes. Flow Orchestrations support more flexible routing, conditional approvers, and integration with screen flows for richer approver UX. Traditional approval processes still work and are still the right choice for simple sequential approvals. Flow Orchestrations are the right choice for complex multi-stage workflows that need conditional branching the legacy approval process cannot express. Most orgs run both, with new complex approvals in Flow and existing simple ones in the traditional engine.
How to set up an Approval Process
Approval processes are powerful but easy to misconfigure. The entry criteria, step criteria, approver assignment, and action choices all interact. Build in a sandbox with realistic test users, walk through every approval and rejection path, and document the process visually before deploying to production.
- Map the approval flow before opening Setup
Draw the approval logic on paper: which records qualify, who approves first, second, third, what happens on approval, what happens on rejection. This sketch catches design issues that are expensive to fix in the Setup wizard.
- Create the approval process via the Jump Start wizard or Standard wizard
Setup > Approval Processes > select object > New Approval Process. Jump Start is faster for simple cases; Standard exposes every option and is worth the extra clicks for anything beyond a single-step approval.
- Define entry criteria
Set the filter that determines which records can enter the process. Use field comparisons, formulas, or both. Records that do not match the criteria cannot be submitted, so make the criteria reflect the actual policy.
- Configure the approver fields and email template
Pick the approval page field set (which fields approvers see when deciding), the email template for notifications, and the initial submitter setting. Enable email approval if approvers need to act from their inbox.
- Add approval steps with approver assignment
For each step: set step criteria, pick the approver (specific user, manager hierarchy, queue, related user field), choose parallel/unanimous/first-response if multiple approvers, configure rejection behavior (final reject or send back to previous step).
- Add field update and notification actions
Configure Initial Submission Actions (fire when record is submitted), Final Approval Actions, Final Rejection Actions, and Recall Actions. Common patterns: lock the Status field, send a Chatter post, update a Discount_Approved__c checkbox to true.
- Test every path in sandbox
As a submitter, submit a record. As each approver, approve and reject. Confirm field updates fire, notifications send, the record locks and unlocks correctly. Test delegated approval by setting a Delegated Approver and submitting again.
- Activate the process and monitor adoption
Activate from the approval process detail page. Build a "Pending Approvals" dashboard to surface stuck approvals. Train approvers on the email approval feature if you enabled it, because adoption is low without prompting.
Defines which records can enter the process. Records that do not match show no Submit for Approval button.
Specific user, manager hierarchy, queue, or User lookup field on the record. Drives who actually has to act.
Field updates, email alerts, tasks, and outbound messages that fire when the process completes one way or the other.
- Records lock during approval, preventing normal edits. Only admins, owners, and approvers can edit via the approval UI. Build operational runbooks for the support team because users will report "I cannot edit this record" daily.
- Approvals hang silently when the assigned approver leaves the company and Delegated Approver is not set. Build a Pending Approvals over N days dashboard and a quarterly review to catch stuck approvals before they cause complaints.
- Email approval requires a specific Reply behavior on the Salesforce mailbox and the user's email client. Test thoroughly with each common email client (Outlook, Gmail) because Reply formatting variations can break the auto-detect.
- Step criteria let records skip steps, but the criteria evaluate at submission, not at the time of the step. Records that change after submission may bypass approvers who should have seen them. Use Flow-based orchestration for time-sensitive criteria.
- Recall, rejection, and final-approval actions are separate from initial-submission actions. Field updates configured in one bucket do not fire in the others. Map every state transition explicitly.
Trust & references
Cross-checked against the following references.
- Approval Processes OverviewSalesforce Help
- Create an Approval ProcessSalesforce Help
- Approval Process ConsiderationsSalesforce Help
Straight from the source - Salesforce's reference material on Approval Process.
- Create an Approval ProcessSalesforce Help
- Approval Process StepsSalesforce Help
- Email Approval ResponseSalesforce Help
Hands-on resources to go deeper on Approval Process.
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. What is an Approval Process in Salesforce?
Q2. How can approvers be specified in an approval step?
Q3. What allows an Approval Process to skip unnecessary steps for low-risk records?
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