Administrator Guide

this guide is for salesforce administrators who configure and maintain approvals pro workflows overview as an administrator, you're responsible for installing and configuring approvals pro creating and maintaining approval processes managing user permissions and access troubleshooting approval issues monitoring approval metrics and performance initial setup checklist pre installation verify salesforce edition supports managed packages ensure you have system administrator profile identify objects requiring approval workflows document current approval requirements from business stakeholders installation install approvals pro from appexchange assign permission sets to users enable apex record locking in process automation settings add lightning components to page layouts post installation create approval status fields on target objects configure email templates build approval processes test with sample records train end users see the installation guide docid\ ojiwclkiogqe3gm0juavq for detailed steps permission sets available permission sets permission set assign to capabilities approvalspro admin user administrators full configuration access approvalspro approver user managers, directors approve/reject, reassign, delegate approvalspro submitter user sales reps submit records, recall, view status assigning permission sets go to setup → users → \[user name] under permission set assignments, click edit assignments add appropriate approvals pro permission set save custom permission sets if you need more granular control clone an existing approvals pro permission set modify object and field permissions adjust apex class access as needed creating approval processes process hierarchy approval process └── approval paths (1 or more) └── approval steps (1 or more per path) └── approvers (1 or more per step) └── entry criteria (conditions) step by step process creation 1\ create the approval process navigate to approval processes tab → new field description example name descriptive process name quote discount approval active enable/disable process ✓ process order priority when multiple match 1 available objects object this applies to quote final action status field field to update on completion approval status c lock record after submit prevent edits during approval ✓ 2\ configure process level settings setting purpose entry criteria when this process applies email templates notification emails allow recall let submitters withdraw allow resubmit let submitters resubmit after rejection allow edit by approvers let approvers modify records 3\ create approval paths paths group related approval steps field description path name descriptive name discount review depends on optional dependency on another path entry criteria when this path is activated 4\ create approval steps steps define individual approval requirements field description step name descriptive name manager approval depends on optional dependency on another step entry criteria conditions that activate this step resolve on how multiple approvers are handled skip if not applicable continue if criteria not met 5\ add approvers approver type use case user specific person (e g , cro) user lookup dynamic based on field (e g , owner managerid) group any member of a salesforce group group lookup dynamic group based on field role anyone in a specific role role lookup dynamic role based on field matrix lookup from approval matrix configuring entry criteria criteria types clause (record level) compares a field on the record amount > 50000 discount > 10 status = 'draft' aggregation (child records) evaluates child records using variables create a variable name maxdiscount object quotelineitem field discount function max create aggregation condition variable $maxdiscount operator greater than value 20 variable calculation performs math on variables ($totalgross $totalnet) / $totalgross > 0 25 criteria logic combine multiple conditions logic result 1 only condition 1 1 and 2 both must be true 1 or 2 either can be true (1 and 2) or 3 complex combinations creating approval matrices when to use matrices two dimensional approval requirements discount × deal size routing product × region routing multiple approval levels based on criteria combinations matrix configuration navigate to approval matrices tab → new define row dimension (e g , discount ranges) define column dimension (e g , amount ranges) populate cells with approvers see approval matrices use case docid\ pmcr5xpdwndph0zwj6pti for detailed examples email template configuration available templates template type when sent request template when approval is assigned approved template when record is approved rejected template when record is rejected recall template when submitter recalls reminder template scheduled reminders conflict template when approver lookup fails creating email templates go to setup → email templates create lightning email template include merge fields for dynamic content reference template in approval process settings recommended merge fields {!approval record name} {!approval submitter name} {!approval approval reason} {!approval record link} {!approval approve link} {!approval reject link} lightning component setup submitbutton component add to record pages for submission edit the lightning page find submitbutton component drag to desired location save and activate approvalhistory component shows approval status and history edit the lightning page find approvalhistory component drag to desired location configure display options home page components for approvers and submitters your pending record list approver's pending items my submitted records submitter's pending items scheduling and batch jobs reminder scheduler send reminder emails for aging approvals go to setup → apex classes find reminderscheduler schedule to run daily delegation processor handles delegation start/end runs nightly via reminderscheduler activates delegations on start date deactivates delegations on end date monitoring scheduled jobs go to setup → scheduled jobs verify approvals pro jobs are running check execution history for errors troubleshooting common issues process not triggering symptom likely cause solution submit button doesn't appear component not added add submitbutton to page layout "no process found" process inactive or criteria not met activate process, check entry criteria wrong process running process order issue adjust process order values approver issues symptom likely cause solution "no approver found" lookup field is blank ensure manager field populated wrong approver lookup path incorrect verify lookup path syntax group members can't see wrong group name use developername, not label email issues symptom likely cause solution no emails sent templates not configured set templates on process emails going to spam sender not whitelisted adjust email settings missing data in email wrong merge fields verify field api names performance issues symptom likely cause solution slow page loads complex aggregations move to step level criteria timeout errors too many line items optimize variable queries deployment between environments using change sets include these metadata types approval process ( appro approval process c ) approval path ( appro approval path c ) process path ( appro process path c ) approval step ( appro approval step c ) approver ( appro approver c ) condition ( appro condition c ) matrix ( appro approval matrix c ) best practices deploy inactive activate after verification update ids user/group ids may differ between orgs test thoroughly validate in sandbox first document changes track what was deployed monitoring and reporting key reports create reports on the approval request object report purpose pending approvals by age identify bottlenecks approval cycle time measure efficiency rejection rate by reason identify training needs approvals per user workload distribution dashboard metrics average approval time approvals pending >24 hours rejection rate trend top approvers by volume maintenance tasks regular maintenance task frequency review pending approvals weekly check scheduled job status weekly audit user permissions monthly review process efficiency quarterly annual review validate approval thresholds with business archive completed approval requests update email templates review and optimize processes security considerations record locking prevents unauthorized edits during approval configure per process override available for admins audit trail all approval actions logged visible in approval history queryable via reports data access approvers need access to records consider sharing rules for cross team approvals validate owd settings related guides installation guide docid\ hhpczzji79mbppcoxx2bu detailed setup instructions configuration reference docid\ kcmpddjgungd5jvuo8ngj all settings documented troubleshooting guide docid\ sgpxdyp dpg9a9uanwlis issue resolution need help? contact nue support or check the faq docid\ relcvm0ggisy7rghm2jml