Entry Criteria Configuration

this guide provides detailed documentation on configuring entry criteria for approval processes, paths, and steps overview entry criteria determine when approval processes, paths, and steps are activated they can be configured at three levels level purpose effect if not met process when the entire process applies record cannot be submitted path when this path is activated path is skipped (if enabled) step when this step is required step is skipped (if enabled) condition types clause conditions clause conditions compare a field on the record to a specified value configuration field description type clause value field api name on the object operator comparison operator value the value to compare against example discount threshold setting value type clause value discount operator greater than value 10 this triggers when the discount field exceeds 10% operators available operator use case example equals exact match status = 'draft' not equals exclusion status != 'closed' greater than threshold amount > 50000 greater than or equal threshold inclusive discount >= 20 less than upper limit amount < 100000 less than or equal upper limit inclusive discount <= 30 contains partial text match name contains 'enterprise' does not contain exclusion name does not contain 'test' starts with prefix match productcode starts with 'ent ' ends with suffix match email ends with '@company com' is blank null check manager is blank is not blank not null check discount is not blank in multiple values region in ('na', 'emea') not in multiple exclusions status not in ('cancelled', 'lost') related object fields you can reference fields on related objects using dot notation lookup path description account industry field on related account owner profile name owner's profile name account owner manager name account owner's manager product2 family product family (on line items) \[screenshot clause condition configuration] aggregation conditions aggregation conditions evaluate child records using pre defined variables when to use check line item discounts sum line item amounts count records meeting criteria find maximum/minimum values configuration steps step 1 create a variable navigate to the path or step, click variables , then + new field description example variable name reference name maxlinediscount object child object quotelineitem field field to aggregate discount function aggregation function max step 2 add variable filter (optional) filter which child records are included field operator value product2 family equals software this would only consider software products step 3 create aggregation condition under entry criteria, click + new field value type aggregation value $maxlinediscount operator greater than value 15 available aggregate functions function description example use sum total all values total discount amount avg calculate average average line item discount max find highest value maximum discount on any line min find lowest value minimum quantity ordered count count records number of line items mode most common value primary product family example multiple line item conditions scenario trigger approval if any line item has >20% discount or total order value >$100k variables maxlinediscount max(discount) from quotelineitem totalordervalue sum(totalprice) from quotelineitem conditions aggregation $maxlinediscount > 20 aggregation $totalordervalue > 100000 criteria logic 1 or 2 \[screenshot variable configuration dialog] variable calculation conditions variable calculation conditions perform mathematical operations on variables when to use calculate percentages compare ratios complex threshold calculations weighted averages configuration field description type variable calculation formula mathematical expression using variables operator comparison operator value threshold value example weighted discount percentage variables totallistprice sum(listprice quantity) from quotelineitem totalnetprice sum(totalprice) from quotelineitem variable calculation condition field value type variable calculation formula ($totallistprice $totalnetprice) / $totallistprice operator greater than value 0 25 this calculates (gross net) / gross = discount % triggers when weighted average discount exceeds 25% formula syntax operation syntax example addition + $a + $b subtraction $a $b multiplication $a $b division / $a / $b parentheses () ($a + $b) / $c note variables must be prefixed with $ in formulas \[screenshot variable calculation formula builder] criteria logic criteria logic combines multiple conditions using boolean operators basic patterns logic meaning 1 condition 1 only 1 and 2 both must be true 1 or 2 either can be true not 1 condition 1 must be false complex patterns logic meaning 1 and 2 and 3 all three must be true 1 or 2 or 3 any one can be true 1 and (2 or 3) 1 must be true, plus either 2 or 3 (1 and 2) or 3 either (both 1 and 2) or just 3 (1 or 2) and (3 or 4) one from each group example discount + amount combinations conditions discount > 10 amount > 50000 account industry = 'healthcare' scenario a high discount and large deal logic 1 and 2 scenario b high discount or large deal logic 1 or 2 scenario c healthcare deals with any risk factor logic 3 and (1 or 2) scenario d either healthcare deal or risky deal logic 3 or (1 and 2) setting criteria logic open the entry criteria section click the pencil icon next to criteria logic enter your logic expression click save \[screenshot criteria logic editor] smart approvals validate field changes when remember approval decision is enabled on a step, you can configure conditions to track field changes configuration on individual conditions, enable validate field changes checkbox how it works scenario behavior field value increased (unfavorably) re approval required field value decreased (favorably) prior approval honored field unchanged prior approval honored example discount change tracking enable remember approval decision on the step create condition discount > 10 check validate field changes on this condition workflow quote submitted with 15% discount → manager approves quote recalled, discount changed to 18% → requires re approval quote recalled, discount changed to 12% → auto approved (used prior decision) entry criteria at different levels process level entry criteria determines if record can be submitted at all if not met, submit button won't work use for broad filters (e g , record type, status) best for record type filtering status restrictions object wide business rules example only draft quotes can be submitted condition status = 'draft' path level entry criteria determines if this specific path activates other paths can still run enable skip if not applicable for graceful handling best for routing to different teams region specific paths product specific paths example legal path only for non standard terms condition has nonstandard terms c = true step level entry criteria determines if this specific step is required prior/subsequent steps can still run enable skip if not applicable best for tiered thresholds conditional escalation segment specific approvers example vp approval only for large deals condition amount > 250000 performance considerations process level criteria ⚠️ avoid complex aggregations at process level evaluated on page load can slow quote/opportunity pages use simple clause conditions path/step level criteria ✓ aggregations are ok at path/step level evaluated during submission acceptable performance impact use for line item evaluation variable optimization filter variables to minimize records queried use specific filters rather than broad aggregations consider field indexing for large datasets troubleshooting entry criteria condition not triggering issue check field value mismatch verify exact field values (case sensitive) wrong field api name confirm api name vs label logic error review criteria logic expression related field ensure relationship exists all steps being skipped issue solution criteria too restrictive broaden conditions logic incorrect review and/or usage missing "skip if not applicable" enable on steps that may not apply variable returning null issue solution no matching child records check variable filter wrong object selected verify child object field not accessible check field permissions related guides approval process reference docid\ kcmpddjgungd5jvuo8ngj all settings discount workflows docid\ uu08kacohc10hl9a1zr4n discount criteria examples approval matrices docid\ pmcr5xpdwndph0zwj6pti matrix based routing need help? contact nue support or check the faq docid\ relcvm0ggisy7rghm2jml