How to Set Up Salesforce Approval Process: 7-Step Expert Guide (2025)

An approval process in Salesforce automates record approvals for opportunities, quotes, and custom objects. It reduces manual work while increasing compliance and transparency across operations.

This guide walks you through creating an approval process tailored to your company's requirements.

What Is An Approval Process In Salesforce?

An approval process is a workflow that routes records for approval based on criteria you define. Without a structured process, approvals stall, records pile up, and accountability suffers.

Let's break down the implementation into seven practical steps.

Step 1: Plan the Approval Process

Before touching Salesforce, map out your approval workflow on paper:

• Which records need approval and under what conditions?

• Who submits requests?

• Who approves requests (users, queues, or managers)?

• What criteria trigger the approval process?

• Actions that should happen at submission.

• Conditions for auto-approval or rejection.

• Number of approval levels needed.

• Actions upon approval or rejection.

• Communication templates.

  
  

Consider Salesforce’s limits: up to 1,000 active and 2,000 total approval processes per organization, with each object supporting 300 active and 500 total processes. For large or complex setups, plan around these caps to avoid bottlenecks. Verify your object supports approvals (e.g., ProcessException doesn’t). Thorough planning—with input from all stakeholders, prevents rework and ensures your process meets business requirements.

Step 2: Define the Approval Request Submission

Configure how records enter the approval process:

1. Go to Setup > Process Automation > Approval Processes.

2. Click New Approval Process and select your object.

3. Choose Jump Start Wizard (simple) or Standard Wizard (detailed).

4. Name your process descriptively (e.g., "Opportunity Discount Approval") and add a description.

5. Set entry criteria to filter relevant records.

   
   

Decide if submission is manual (user clicks "Submit for Approval") or automated (e.g., via Flow). If multiple processes exist for an object, clear naming and criteria avoid confusion. For intricate criteria, Flow Approval Processes might suit better, though we’re sticking with the classic method here. Clear submission rules prevent unnecessary approvals and streamline operations.

Step 3: Specify the Approver Assignment

Salesforce offers multiple ways to assign approvers:

• Direct user assignment: One specific user.

• Manager-based: The record owner’s manager.

• Queue-based: A team where any member can approve.

• Dynamic routing: Using formula or lookup fields (e.g., a "Department Head" lookup).

  
  

Implementation:

• Select "Specify Approver Field" for user assignments.

• Configure delegation rules for absences (set in user settings).

• Test your logic with sample records.

  
  

Security matters: ensure approvers have proper permissions to view and act on records. Proper configuration, aligned with your security policies, ensures requests reach the right decision-makers securely.

Step 4: Configure Initial Submission Actions

Define what happens when a record enters the process:

• Lock the record during review to block unauthorized edits (a critical security feature).

• Send notifications to approvers (use merge fields for context, e.g., record details).

• Update status fields.

• Post to Chatter.

  
  

To set up:

• Click "Add New" on Initial Submission Actions.

• Select your required actions.

• Configure notifications and recipients.

  
  

Set "Record Editability Properties" to control who can edit during review (e.g., admins only). This secures records and keeps stakeholders informed.

Step 5: Set Up Approval Steps

Define the approval flow:

• Click "New Approval Step" for each level.

• Set criteria for each step.

• Assign approvers.

• Configure escalation rules for overdue approvals (e.g., reassign after 48 hours).

  
  

Salesforce supports parallel approvals (simultaneous, like sales and finance approving a discount) and sequential approvals (consecutive, like manager then director). For advanced needs, dynamic routing via formulas or lookups adds flexibility. Keep steps simple for efficiency—this secures approvals without overcomplicating the flow.

Step 6: Define Final Approval and Rejection Actions

Configure outcome actions:

For approvals:

• Unlock the record.

• Update status fields.

• Send notifications (customize with merge fields).

• Trigger subsequent processes (e.g., via Flow).

For rejections:

• Update status.

• Send notifications.

• Assign follow-up tasks.

  
  

These actions ensure proper process completion and communication. Plan them carefully to maintain transparency and drive next steps.

Step 7: Activate and Test the Approval Process

Before full deployment:

• Click Activate to enable the process.

• Submit test records in a sandbox environment to verify:

  • Entry criteria work correctly.

  • Notifications are sent (check email settings).

  • Steps transition properly.

  • Automated actions execute as designed.

• Review the Approval History related list for issues.

  
  

Testing in a sandbox catches errors, like records not locking or emails not firing, before going live. Monitor performance post-launch (e.g., approval times) to refine as needed.

Troubleshooting Common Issues

Issues can pop up despite planning. Here’s how to fix them:

• Records not locking/unlocking: Check "Record Editability Properties" settings.

• Notifications not sent: Verify user email settings, process activation, and template config.

• Process not triggering: Ensure it’s active; for automation, confirm Flow/Process Builder setup.

• Stuck requests: Admins can recall, reassign, or manually approve/reject.

  
  

See Salesforce Help for deeper troubleshooting.

Final Thoughts

A well-designed approval process streamlines workflows, reduces manual effort, and maintains compliance with business rules. According to Salesforce research, organizations that automate approval processes see significant improvements in operational efficiency.

The configuration effort pays off through faster decisions, increased accountability, and greater operational efficiency.

If you need assistance implementing approval processes in your Salesforce organization, our team at Implementology can help. Contact us to discuss your requirements.