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Initial Submission Actions

The automated actions that execute in a Salesforce approval process when a record is first submitted for approval, such as field updates (like changing status to 'Submitted') or email notifications.

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Definition

The automated actions that execute in a Salesforce approval process when a record is first submitted for approval, such as field updates (like changing status to 'Submitted') or email notifications.

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In plain English

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Initial Submission Actions are the automation steps that fire when a record is first submitted for approval. They typically do things like change the status field to 'Submitted' or send a notification to the approver. They run once at the moment of submission.

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Worked example

scenario · real-world use

When an employee at Pinegate Software submits a $4,200 expense report to the Approval Process, Initial Submission Actions fire automatically: a Field Update sets ApprovalStatus__c to "Submitted," an Email Alert notifies the assigned approver (the manager), a Chatter Post appears on the expense record. These actions run once at the moment of submission, before the first approver has reviewed. They contrast with Final Approval Actions (run only on approval) and Final Rejection Actions (run only on rejection). Initial Submission Actions are the kickoff side effects of every approval submission.

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Why Initial Submission Actions matters

Initial Submission Actions are the automated actions that execute in a Salesforce approval process when a record is first submitted for approval. They run once at the moment of submission, typically handling tasks like updating a status field to 'Submitted', locking the record from further edits, sending notifications to approvers, or creating tasks for follow-up. They're configured in the Approval Process setup and fire automatically without user intervention beyond clicking Submit for Approval.

Initial Submission Actions are one of several action categories in approval processes (alongside Final Approval Actions, Final Rejection Actions, and Recall Actions). Together, they handle automation throughout the approval lifecycle. Configuring Initial Submission Actions thoughtfully matters because they set up the state the record needs while approval is pending. Common patterns include: status updates to indicate 'in approval', record locking to prevent edits during approval, and notifications to approvers and submitters.

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How to set up Initial Submission Actions

Initial Submission Actions fire the moment a record enters an Approval Process — typically locking the record (so it can't be edited mid-approval), sending a notification email to the first approver, and stamping a status field. They're the opening notes of the approval workflow.

  1. Open Setup → Approval Processes → click into the relevant process

    Initial Submission Actions are configured per Approval Process.

  2. Scroll to the Initial Submission Actions section

    Top of the actions sections, below the entry criteria.

  3. By default, the record is locked

    The default action — Lock Record — is auto-included. Records can't be edited while in approval; admins can still edit per their permissions.

  4. Click Add New → pick Action Type

    Field Update / Email Alert / Task / Outbound Message. Field Update commonly sets Status = Submitted; Email Alert notifies the first approver.

  5. Configure the action

    Same form as other approval actions. Field Update: field + value. Email Alert: template + recipients.

  6. Save the action

    Action runs immediately on every submission. Test in a sandbox — submit a sample record and verify the actions fire.

Key options
Lock Recordremember

Default action. Auto-included; can be removed but rarely should be.

Action Typeremember

Field Update / Email Alert / Task / Outbound Message.

Recipients (for Email Alert)remember

First Approver / Submitter / specific User / specific Email / etc.

Field Update behaviorremember

Re-evaluate workflow rules option same as elsewhere.

Gotchas
  • Lock Record is on by default. If you need rejected records to stay editable mid-approval (rare), explicitly remove the Lock action — but this is unusual and risks data integrity issues.
  • Email Alert to the first approver is the most common notification. Without it, the approver may not know they have a pending request — they have to check their Pending Approvals manually.
  • Initial Submission Actions fire on every entry. A record submitted, recalled, and re-submitted fires the actions twice — design Field Updates to be idempotent.
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How organizations use Initial Submission Actions

NovaScale

Configured Initial Submission Actions to update Opportunity status to 'Pending Approval' and send a notification email to the assigned approver.

Cobalt Ventures

Uses Initial Submission Actions to lock contract records during approval, preventing edits that would invalidate the approval state.

Vertex Global

Built Initial Submission Actions that create a task for the submitter's manager so they're aware approval is in progress.

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Trust & references

Official documentation

Straight from the source - Salesforce's reference material on Initial Submission Actions.

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Q1. When do Initial Submission Actions fire?

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