Working on records in approval process

Working on records in approval process


Records in Approval Process

Once a record enters the approval process, it goes through a clearly defined process involving submission, review, and decision making. As a result, a record will be restricted from any modifications until it is approved or rejected.

While it is pending approval, the records will be marked with an icon indicating the same - on the record image or next to the record image. 


When a record is submitted for approval, users can view the full list of approvers directly from the record’s Detail page. This list provides transparency into who is responsible for reviewing and approving the record at each stage.


Recall approval pending records

Users can recall records that are in the Pending Approval status.


Let's look at who can recall these records.

Who can recall?
How to recall?
Record Owners/ Submitters
The Recall option will be visible directly inside the record (just below the list of approvers).
Admins

  • My Jobs > Approval Process.

  • Click 'View records that are awaiting approval by other users'.

  • Select the Recall option for the applicable records.


How does it work?

  • Once the record's status is updated to Recalled, the record becomes editable.

  • After making the necessary changes, the record can be resubmitted for approval.

Note.

Recall functionality is in the early access phase and will be enabled on request. To have it enabled for your account, pleadse contact support by mentioning your Org ID.

Know more about Org ID.

For contact support, validate whether to link with CRM Support or submit request. 

Approving a record 

It means the approver agrees with the content or request and wants it to proceed to the next step.

  • Single-Level Approval: The record is marked as Approved and any post-approval actions are triggered (e.g., status updates, emails, workflows).

  • Multi-Level Approval: The record moves to the next level in the approval hierarchy. The next set of approvers is notified.



Rejecting a record 

It stops the approval process and sends it back to the submitter (or remains marked as Rejected).

  • The record status changes to Rejected.

  • All prior approvals are voided.

  • The record does not proceed to any further levels.

  • The record owner is notified along with any comments or reasons provided. 


Delegation 

It allows an approver to assign their approval responsibility to another user.

  • Useful when the approver is unavailable or believes someone else is better suited to decide

  • The delegated user gains the ability to approve or reject the record on their behalf

  • The system keeps a log of who delegated the task and to whom.



Approval Process Tab within the My Jobs module

It is where users can manage records that require their approval. It streamlines and centralizes the management of business processes that require formal approval from designated individuals.



Here's how it works:

  1. Centralized Approval Management   - The My Jobs module—specifically the Approval Process tab—acts as a central hub for managing all records submitted for your approval. This centralized view makes it easy to track and access items that require your attention.

  2. View Pending Approvals   - Within the Approval Process tab, you'll find a list of records awaiting your decision—whether to approve, reject, or delegate them to someone else.

  3. Access Record Details   - Clicking on a record opens its detailed view, allowing you to make informed decisions. Here, you can see:

    • Complete information about the record

    • The record owner

    • The approval criteria that triggered the submission

    • Other approvers involved in multi-stage approvals

  4. Take Action on Records   - You can take the following actions directly from the tab:

    • Approve – Approve the record and optionally add comments.

    • Reject – Decline the record, with an option to provide a reason.

    • Delegate – Pass the approval responsibility to another user.

  5. Record Locking During Approval   - While a record is under review, it is generally locked—preventing edits, conversions, or deletion until the approval process is resolved (either approved or rejected).

  6. Approval History   - The tab also provides access to Approval History, which shows a timeline of all records submitted for approval, along with their current status (Approved, Rejected, Delegated, or Submitted). You can filter this history by module, user, action, or time period.

  7. Administrator Privileges   - Users with the Administrator profile can view and manage all approval records across the organization—even if they’re not designated as approvers for specific records. 



    To know more, check out this     document.