Associating Actions for Approval or Rejection
With each approval process, you can associate actions such as assigning a task, updating fields, sending email alerts, calling webhooks, etc. which will be executed on approval or rejection of a record.
You can set actions in two places.
- Stage-based actions on approval: For each stage, you can add field update as an action on approval.
- Overall actions on approval and rejection: You can add actions on approval like assigning a task, field updates email alerts, webhooks, and custom functions to be triggered only after the final approval.
Let's look at all the actions in detail.
Assign Task
- For overall assigning of task on approval, click Assign Task under Action on Approval at the bottom.
If you want to re-use one of the previously created tasks for the module, you can select it and click Associate. Skip all of the following steps. - Click Create Task.
- In the Assign Task popup, do the following:
- Enter a subject for the task.
- Select the due date from the drop-down list for the task.
- Select the status and priority of the task from the respective drop-down lists.
- Select the Notify Assignee checkbox, if required.
- A notification email, informing the user about the task, will be sent only to active and confirmed users.
- Select the Reminder checkbox if needed, and pick the date along with the alert mode.
- Specify a description for the task. You can also merge fields inside the description.
- Click Save and Associate.
Update Fields
- For stage-based field update, while creating an approval stage click Update fields under Action on Approval.
For field update on overall approval, click Update fields under Actions on Approval/Rejection at the bottom.
If you want to re-use one of the previously created field updates, you can select it and click Associate. You can also use the Module filter to it to list only field updates from a particular module. Skip all of the following steps. - Click Create Field Update.
- In the Update Field popup, enter a field update name, choose the module and the field from the drop-down lists.
- Specify the value that you want to update in the field after the stage approval. If you want the field to be left empty, select the Set as Empty checkbox.
- Click Save and Associate.
Email Notifications
- Under Action on Approval/Rejection, click Email Notifications.
- If you want to re-use one of the previously created email notifications, you can select it and click Associate. Skip the next steps.
- Click New Alert.
- In the Email Notification popup:
- Enter a name for the alert.
- In the To address, choose the email recipients for the alert email from the drop-down list. You can choose people associated with the record, people associated with the approval process like past approvers, users, roles, roles and subordinates, and groups.
Note:
Previously, the "Send email to" drop-down had Requester's Manager as an option. Due to better alignment, we have renamed it to Owner's Manager, which serves the same functionality. - If you want to send this notification as a single mass email with all recipients displayed, you can select the checkbox and proceed with the next steps.
- Otherwise, click Save and Associate and skip the next steps.
- In the CC and BCC addresses, mention additional recipients for the email alert. Use a comma to separate if you add more than one email address.
- Select one of the existing email templates you want to use for the alert or create a template and then select it.
- Enter the From and Reply to email addresses. The From address is the email from which the email has to be sent to the recipients. The Reply To address is the email to which any replies from the recipients will be sent to.
- Click Save & Associate.
These alerts will also be listed under Setup > Automation > Actions > Email Notifications.
Webhooks
- While creating an approval process, under Actions on Approval/Rejection, click on the Webhooks.
If you want to re-use one of the previously created webhooks, you can select it and click Associate. Skip all of the following steps. - Click Configure Webhook.
- In the Webhook popup:
- Enter a name and description for the webhook.
- Select any one of the options in the picklist as the type of API Method.
- In the URL to Notify text box, specify the REST API URL of the third-party application.
- Choose the authorization type
- Under Headers, for module parameters and custom parameters, enter the corresponding values. Learn more about creating webhooks.
- Select the Body type from the drop-down list.
- Check the Preview URL and click Save and Associate.
- Click Save & Associate.
These webhooks will also be listed under Setup > Automation > Actions > Webhooks.
Functions
- Under Actions on Approval/Rejection, click Functions.
- If you want to re-use one of the previously created functions, you can select it and click Duplicate. You will be directed to the function page and click Associate. Skip the next steps.
- To create custom functions and associate them with the approval process, refer Creating Custom Functions.
These custom functions will also be listed under Setup > Automation > Actions > Custom Functions.
Note- Once a record has been submitted for approval, a system-generated notification email will be sent to the user who has to approve the record.
- On the approval of the record, the record owner (the user who submitted the record for approval) will receive an email as per the email alert configuration in the approval process. In the absence of an email alert for the record owner, a system-generated email regarding the record approval will be sent to the record owner.
- You can associate one of each webhook, and custom function as actions on approval/rejection. However, you can add three email notifications as actions on rejection. These will be triggered only after the final approval.
- While adding webhooks or custom functions, the ones created for Automation actions will also be listed, and vice versa. You can associate them with the approval processes.
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