Availability

How to Create an Approval Process

1. Go to Setup → Automation → Approval Processes.
   
   
2. Click Add Approval Process.
   
   
3. Fill in the following details:
   
   
1. Module: Choose the module (e.g., Job Openings, Offers, Candidates).
   
2. Name & Description: Give a clear name and summary.
   
3. When the should trigger: Select at least one option. You can check both if needed.
   
1. Record Creation — works when a record is first added.
   
2. Record Edit — works when the record is modified.
   
4. Click Add Rule to this process and define the criteria that identify which records should be submitted for approval (criteria are mandatory).
   
5. Under Who should Approve, choose Users, Roles, Groups, Levels, or supporting fields such as Created By / Modified By / Record Owner. Click + to add more approvers.
   
   
1. Levels use your organization’s role hierarchy to escalate approvals for the record owner’s manager chain. Keep in mind that your Hierarchy Preference must be set to Reporting Hierarchy for this option to work.
   

1. After selecting more than one, you’ll see these options:
   
   
1. Anyone: Any one approver can approve.
   
2. Everyone: All approvers must approve.
   
1. Sequential: Approvals must be submitted in the specified order.
   
2. Parallel: Approvals can be submitted independently at the same time.
   
3. You can also include Reporting Managers as levels if your process needs managerial review.
   
2. Add Actions on Approval and Actions on Reject (see sections below).
   
   
3. Click Done save your changes.
   
4. Review your configuration and click Save.
   

Important Note:  

1. A maximum of 10 approval processes can be active per module.
   
2. Each process can have up to 5 rule entries; the first matching rule applies.
   
3. You can select up to 10 approver entries (users, roles, groups, or levels).
   
4. If a role or group has no users, records are auto-approved at that stage.
   
5. When a role is chosen, its manager approves; if no manager exists, the first user in the role approves.
   
6. Once a record enters approval, edit, delete, and convert actions are disabled until a decision is made.
   

Approval Email Templates

All emails sent when requesting, completing, delegating and rejecting approvals use default templates that can be managed under Setup > Customization > Templates > Approval Email Template.

Understanding Approval Logic

Single vs Multi Approve

1. Single Approve (Anyone): Moves forward when any one approver approves.
   
2. Multi-Approve (Everyone): Waits for all approvers’ decisions before progressing.
   

Auto Approvals

1. The approver is also the user who created the record.
   
2. The approver is also the record owner.
   
3. The approver has no reporting manager.
   
4. The approver is inactive or the selected role/group/level has no users.
   

Actions You Can Associate

Assign Tasks

1. Assign follow-up tasks to approvers (e.g., remind someone of pending approvals).
   
2. Specify task subject, due date, status, priority, notifications, and description.
   
3. Notification emails go to active, confirmed users.
   

Update Fields

1. Automatically update specific fields on the record upon each approval level.
   
2. You can define different update values for each approval level.
   

Call Webhooks

1. Trigger REST API calls to external systems on approval or rejection.
   
2. Specify the URL, method (GET/POST), and parameters.
   

Call Custom Functions

1. Run custom logic (e.g., add records to another module) upon approval.
   
2. Functions you’ve already created in Automation → Custom Functions can be reused.
   

Note:

1. On multi-stage approvals, tasks and field updates can run after each stage.
   
2. Alerts, webhooks, and custom functions only trigger after final approval.
   
3. Workflow alerts, webhooks, and custom functions are also available for association here.
   

Approving/Rejecting from the MyActions tab

1. View all records pending your decision.
   
2. Click a record to see:
   
1. Record details (owner, criteria that triggered approval).
   
2. List of required approvers.
   
3. Approval history for that record.
   
3. Choose Approve, Delegate, or Reject.
   
4. Administrators can view and act on all pending approvals across the organization.
   

Note:

1. Approvers can approve even if they do not have access to the record itself.
   
2. The tab also highlights recent activities (last 5 approvals/rejections).
   
3. There’s no strict deadline for responding to approval requests.