Approval Processes in Salesforce with Real time Scenarios.

hi everyone my name is shriek and today we are going to learn about a pro process in salesforce with real-time scenarios by end of this video you will be able to understand what is a pro process and how to create that in salesforce with real-time scenarios by that you will be able to decide when to choose a pro process for any given requirement and will also see what are the different ways to call a prole process ok let's understand what is approaches hey hi I am in trouble I need to implement leave approval management system in Salesforce I don't know how to code please help ok let's take his problem as an example so he is asking for leave approval management in Salesforce ok what is leave approval management system so let's say we have two employees one is employee scott and the other one is manager Annina so whenever employee scott rises a leave request it will go to a manager alena and it is her call to either accept or reject idli request now how to implement there is in Salesforce that's what I want how to create a pool process firstly amendment it's really easy in Salesforce let's dig in to create approval process for leave requests in Salesforce we need to have an object which should create your request right so I have created leave request object so this is my system admin and this is my odd which is having system admin credentials okay now this is my Lea request object so I will just show you the fields so people whoever wants to do along with me just create this object a request object and it should be having 4 or 5 pins here and solely you type which is a pick list which will store as it's basically what a casual leave and start they ate and made and isn't early while you're taking leave and there is an approval status which is having new submit for approval approve and patient ok so just create these five pills so we have an object we have fields does that mean we are ready for a pro process no not yet we still need to see what are the users who needs to be part of this approach process so it just cancel this so we are having the request object we have fields now we will go ahead and see the users so click on setup and it should and the pine box and such four users here and click on users I have already created two users as I have shown you previously there are two users one is aleena manager and the other one is caught who is an empire so scored will rise leave requests he clearly requests which should be sent approval to Alina sorry no should be approving it not rejecting it based on the reason she is saying now we have the leave object and we also have the employees are we ready for approach vs. yes now we can go ahead and create the approval process so to create a broad process the first step is just search for approval process and ECOnetic now we are in this approval section here first you need to select the object so it's already selected but you can just see and then select your object here now here you need to click on this button create new of don't resist if you click on it it shows two options one is some start with and second one is standard setup wizard so jump start wizard will be having few options so that you can directly create the appropriate standard Center will be having all the options where you can configure everything to create a cool process now we will go ahead with the longest process which is ten in setup and click on insert here you just need to give a name so I will just give you and ye approval process and then new nickname will be automatically populated you can do description or click on next here you need to give the criteria what is this criteria so criteria something what are the lyric was that are eligible to send them to the approval so in our case I want all of the leave requests to send it for approval so if it is all the records you don't need to select any option then you can click on next here you need to select the approval so whenever you send for approval it should go to some manager right some approver who needs to approve requests so that is determined by here so it says same option I will explain it to you better but here in this case they self manager ok then click on next so this is about notification template leave this default as is and click on next and this is about page down or don't worry about it I will explain to you better in the later stages click on next and here also the same thing click on save and we have our approval process ready chess click on I will do it later and click on go now we have our approval process readies but it is in inactive state if you see this is the employer purposes these are my tester purposes but this is our approval process which we just created if you see this is the name I have given entry criteria is empty rest of the values don't worry I will explain to you better now it has multiple sections what are these so it says initial submission actions approval steps final approval actions rejections what is this don't worry now our next step is to create an approval step what is the simple step on what cases and to whom approval should go has to be decided by this approval step so I'll create an approval step new approach step so give some name saying that you can give some name so I will just he well step one and then you nickname will be automatically populated click on next now it says all record should enter this step so as I said all record has to come into this approval so I want all the recalls to enter this step and click on next now it says to whom it should go so if you see automatically assign using this user field circular layer manager so whenever a record is created and submitted for a role it should go to his or her manager that is the option we have selected so but employees caught his manager is a Nina so it should go to a Lina that's what this step mean so now we will click on save and they don't worry about anything else just click on this and I will go so now we have a pro process ready our first step process is ready and we have an approval step where it says it should go to manager and this is the basic template of any approval process so it is in active state but we'll make it active and we'll see how this works okay and yeh our first approach is see is active and ready to rock and roll you created approve process but how will I configure Alena has manager for Scot queue boy is right we have created the approvers and employee scott is ready to create a record and then send it to approval to manager Alina but how will Salesforce know Alina is manager of Scott we need to convey it somewhere right so that somewhere is called here's a record so we'll go to users and we'll try to configure manage your Alina to Scott so to do that we need to go to Scott record so click on Scott's record and you should be seeing an edit button then click on edit button and then scroll down you should be seeing something called manager look up see this is the manageable cup so for employee record Scott if you scroll down and queue manager as Alina then manager Alina will become superior to Scott so whenever employees cauterizes a request in Salesforce and then submit for approval then it will go through Alina that is something which we will test okay now we log in with employee Scott and manager arena will raise it custom my Scott and let's see whether manager editor can see it so that she can approve it so I Alden all units caught in one of my browser where this is my spot okay whenever you have notice here on the top which with which user we have locked it so here you see DB requests page where you can request for leave so if you continue and I became the type and sick leave and secret from some tea - I will ask for maybe two weeks and I am suffering from latest sensational ok so and I will click on save so I have a leave request now which it is ready to submit for everyone so if you see there is important subject for approval so this button lets you to send it for approval if you don't see this pattern you need to click all you need to go to the page layouts for lighting paste out and then add this button if you like importance okay now I will click on this habit for approval button click on it and do some comments kindly accept I leave energy concept so now Scott has submitted this request for approval so as soon as with that but it has disappear humbly polite login with manager Alina and in this browser I have logged unit manager Anita ok if you see there is a notification which is one here and if you see it says apply Scott is request leave approval bonne nuit first is our Elna 0:01 let's see we do the same effort so I love you go zero one three okay now I will go back here it says Scott has requested for approval and tests of the other three other well except for my testing purpose this is the money she has sent for approval okay so for now I will be con this so that it will allow me to go to that approval request where I can approve or reject all I can take inside so she see it says who has submitted it when he has submitted it who is the approval and do not spool up to him with his aside success me request number and it says who's the owner and it also can be submitted comments yeah one more thing whenever user submits a request for approval you approver will automatically receive an email something like this see if you see here my Scott has requested your approver following item and if you click on this it will navigate to the respect tool a request record there you can click on a pro or rejected hey as an approver alina couldn't see primary fields of the equals to approve yeah he's right so we cannot actually see any details about till you like type hopefully whether it is sick leave or casually or from which date to which date or what is the reason of chilly we couldn't see any details from here right we should be able to see it if you click on this new request number we should be able to see it because it's a link to that particularly request record but still we should be able to see that here itself how to do that so i will go to see set min and we'll see how can we configure that so i will go to a process again and that will go and edit few things so click on april process and we should be seeing about a prole process we should be seeing our purposes down here and we click on edit so this is our purpose s so we remember and for these steps we have given the kind of we did not give any conditions and later we have given to manager and later steps i asked you to leave all the values as default as is but now these values are useful here so we need to give something so in this fifth step it says select the fields to display on the approval page layout which bails out it is talking about this pain or fatigue management so this is the approach it was phased out so what needs to be displayed is decided in this step so before we just given the default and then send it so we have only two clicks to display that's the reason it is respectfully requests ml and honor now along with these two we need to add the other important fields which are all ended eight and start it and new type and basically okay so start B yeah and then click on save so now we have configured it in the approaches even though it's an exclusive we were able to do that step okay now we'll see whether it has been protected properly to manager aleena that we call refresh and we'll see whether it has impacted properly or not and Ola so we have all the details by seeing all these details now it is managers Elena's call to either approve it or reject it by seeing this reason if I were manager Alina I will definitely approve it so I will click on approve and I will say enjoy your karana and it'll call approve so this has been approved scenario two you created a pro process but how employee knows approval is submitted yes you are right there should be a way let's say employ Scott has created a leave request to manager Alina and there should be some way that he should be knowing his leave request has beed sent to approval so let's say if we can change the status of that Li you to and role submitted so that on the lyric or he can see it is a poll submitted and let's say we also will send an acknowledge email to employee saying that hey Scott your f Delia rivers have been sent to manager Alina I think that should do right we can do that in Salesforce of your process okay but where and how we have initial submission actions in Salesforce after all process so when a record is submitter for approval then if you want to some actions like field update which is like chaining of status to upload submitted and will also send an e mails to apply which we call it as email errors then this will obviously help employee understand that his requests have been submitted for approval so we'll use initial submission action for this purpose okay now we'll forget the leave request again and we'll see what Cuba is asking here now we'll select a li you type sick leave again and started to so in Saudi 818 and ended 219 and then the UD reason and then click on save so he has created a leave request and will try to submit it for approval and tick tick and let's recall submit so Ali weakness have been submitted but this guy doesn't have any idea whether that lyric was sent it to the approver so what we'll try to do is we'll change this approval status to approval submitted and we'll also make an email to receive per email score saying that hey an email sent it to you now how to do that so for that we'll go back to our appeal process and him here you should be seeing something called initial submission actions whenever user submits a request to the approver if you want to do some actions this is your playground so here we can have appeal update which will update the approve step is to approval submitted so add you so near we need to do a field update click on field update so here I will just make it as update approval status and you reclaim this and then it will ask which click update so which fill edit of it and it a bit improve all status and to what it should get updated it should get updated to submitted for approval and then click on save okay this is whenever user submitted for approval change the approval status students submitted for approval not only updating the feeling we will try to send an email also to send the emails we should be having email templates that is something which will create now okay so such for email templates and create one here click on new template and then click on text and give some value here available for use request submitted and in here we'll just cube your leave request submitted for approval ok and click here copy here and then click on save now we have our email template ready ok now we'll try to go here and then sleep and you another new submission action whenever it is submitted we are changing the status to submitted for approval and we'll also send an email alert so click the email alert say it says send email to earn you nickname you mean email template the email template which we have just created which is it was submitted ok and to which user it should call so we need to select the we need to select the record created so we'll select the record creator when whoever created the new request he is the recipient of this email so whenever he creates a new request and submitted for everyone that emails saying that your requests have been submitted will come to this record creator so additionally means it's not required if you can't save so now approval process says whenever a request has been submitted for approval then change these fields to a field status of approval status to submitted for approval and send an email to the requester a question hit ascends record creator here okay now this is an active state we'll just try to test whether it is working properly or not now we'll go here which is employees court record we'll create a new request click on you again and then leave type is equal to sickly again and start it is equal to so-and-so 27 and it is equal to 28 and reason 4 is equal to something and you can't save a pro service will not change yet it will get changed only when you click on submit for approval once it is submitted for approval then initial submission actions will takes place and approval status change to approval submitted for approval so we have a 1 status change from we'll see whether this trick question has received an email saying that his requests have been sent for a parole or not if you see there is something called you early which was submitted for approval so if you come here and it says you early because have been submitted for approval ok yeah this is the main subject and this is the body ok this is how you can configure initial submission actions scenario 3 nice nice but how employ knows his request is approved let's say employ scored has raised any requests to manager Alina she's so nice she immediately approved then if we can send an email to score saying that it is approved and will update the leave status to approved that should do right ok but where and how we have something called approval actions whenever it occurred is a rule from a pro process then if you want to do some actions like changing of status to approved and if you want to send emails to employee saying that he is called your leave it you request have been approved so that he can start enjoying in this case we will use a parole actions ok then how to do it that's what I am for let's go this is very similar to the previous scenario except that we need to have the approval status to approve and send an email to requester saying that his requests have been approved but it before it was initial submission actions now it should be final approval actions so if you see there are more both limited please sir very much same except you need to create these new actions will update and the email alert here also how to create it's very much same same approach same Trull click on field update and then in here we just need to make it as requesting upload and select the field which is approval status and we need to change the status to specific value which is a pro and pecan save our field update is ready which says whenever the approach step has been approved change the approval status to approved now along with that we all to send an email so again we need to have an email template we'll just create one again click on email templates and week on new template and request a pro is the name click on next click on next and in here well we'll pay you request approved and give some name and body we'll just scare you were requests upload and joy and same thing here click on save okay now we have our template ready let's go and create a new email alert under approval actions and click on add new and click on email alert and we need to select request approve email and we just need to select a template so this is very much same as the previous step so I'm just going to clean and you need to select the creator whoever is creating the leave request and submitted for request he needs to receive the email and QT default value the default value sent to concept so now we have our approval process ready with the approval actions as well which says whenever this particular record has been approved then we need to send an email and let through the requester saying that his requests have been abroad and he also we also need to see that as approved now let's see whether it is what you problem on its inactive state so obviously we'll go here so this is a li request right so which has been submitted for approval now we'll go and see with manager Elina and then we'll try to accept this request okay now we'll go here so this is manager Elina if you see there are two requests we'll take the latest request which is L R 0 0 1 fine click on it so these are the details it's a start date and basically we'll just click on approve ok aku and click on temple now this particular request have read a Bootsie now we'll see whether that status have chained in the first place go to employ Scott so this is employees caught when just refresh this page to see whether it has been impact from seeing the shadows change to a prune or will see the email whether we see with the email or not so go to emails say your request approve and joy this is what we have received an email scenario for okay but how employ knows his requesting is rejected by manager this is very similar to the previous scenario except this is a rejected case let's say employee scored rises a leave request for sick leave next month then obviously manager Alina will gets angry thinking how can a person rises a sick leave for future and then obviously we'll reach actlly request then we can inform Scott why I email saying that hey Scott your leave has been rejected why because you're too smart to send a sick leave for next month and he we can also update the leave request to rejected the question is where and how we have something called is action action cynical process whenever a record is rejected from a process then if you want to do some actions like changing of status rejected and if we want to send emails to employee saying that his card your leave requests have been rejected so that he can start cursing his boss obviously that's not good if you have observed this is also same process except this will come and then final rejection actions and there we did the same for a prole actions and we're following how we're done for in submission actions okay we'll try to do it for final rejection actions also we'll try to change the status to reject it will create a field update and then we'll make it as requests rejected and then unique name and then in stay if we were to update we select the upload status and change the status to protect it and keep on safe okay now we have our approval process ready wait rejection status field of it it says whenever a record has been rejected because of several process then change the status to rejected okay we can also have the email alert but as we have already seen in previous two relief against I will leave it as is you try it yourself okay now we'll test this out so go here and then we'll try to create a new request from employees card new and then just create a quick leave request sick leave stardate 28 and 830 and click on save okay now we need to submit this for approval okay click on submit for approval give some pests and then click on submit so a request have been submitted for approval if you go to manager alena login credentials we should be seeing a new notification so this is the leave request that Scott has raised you can also click from here or you can also go to approval request tab so that is something which will learn you so if you see there is something called approval request this tab will have all the requests that are being sent to you so in here this is the leadership or that employ Scott recently rised will click on days and and will reject this and we'll see whether the status changes or not and secondo checked rejecting eight as your sick leave play dates are in future and seconded it so these requests have been rejected we'll go here and then see whether this has been rejected or not see approval status has been changed to rejected so you can also try to send email alerts saying at your request have been rejected okay scenario fight oh no I want to do some changes to the record once I submitted for approval B no you cannot do any changes once you submit the record for approval why because you can do any kind of changes let's say you have a pet for two lives and then once it is went for approval or it has been approved if you change it for five days that doesn't work that should not work that is the reason it will be locked however you can recall your record from approval steps and then you can edit it and then you can submit it again okay recalling the record from of rural nice feature how do I do that if you see if you see in the initial submitted action there is a record log which says long term apart from being edited whenever a record is submitted for approval this will be automatically logged and this is a standard sense for speech which means you cannot change anything once you submit for approval but what if you want to change it we have something called that we call option 3 quality record if you see here it has mentioned yellow submittals to recall the approval request so when I have created this April process I made all the values to default rate the last four steps so the last step is having this particular action to recall it so with the step and sixth step if you scroll down you see submission settings allows a business to recall the approved request select 8 and click on save and we'll see whether it is working properly or not now we will create a lea request and we'll submit for approval and we'll try to record it so click on sick leave and select some date and then click on save ok now if you see the record is editable for you you can change the date before you can submit it we haven't submitted it yet but this is editable before you can submit it now I will seek on submit for approval and seek on submit and if you see a status changed now let's try to edit it now and then click on save it should give you an error saying that this record is locked you cannot edit it why because it has been blocked by Salesforce now if you want to do any changes you can recall it you need to go to related lists and if you see there is a recall button click on recall recalling because I entered wrong values and click on record now this record will be recalled and if you click on details you are ready to change the values 14 to 21 and then click on save and this is how you can recall and change your values if you have observed like initial submission actions 'april actions and rejection actions and recall also you can have your field update and email alert if you can change the status to recalled something like that or you can say the imminence the requestor or improvement scenario six how can they resubmit the approval after they do the necessary changes after recalling or rejection from the manager it's really real easy click on submit for approval button again once new requests have been recalled again something for Abdul but will be in April you can this week on it and then score submit it will do an sees scenario seven what if approver is on leave and not available to approve my leave requests how to resolve this yeah this is a very common scenario whenever you try to apply some we use what if your manager himself or help self not available to approve Lee Lucas then what should I do don't worry we have something called delegation option in April process this delegation options helps some other person to do the approval whenever the actual approver is not available what I will explain so let's say employ is called has raised a request to Alena and Alena I sake and she cannot come to office on that day then we can have a delegated person in this case vice president Chris he comes like wife here I'm here and I can walk as a delegated approver and he can approve or reject any requests coming to Alena now the question is how do I configure wise Vincent Chris has an delegated approval for Alena so that he can take all the requests coming to Alena now as Alena is only you will try to create a new user and will try to delegate that user to arena so that requests coming to Alena should be also visible to that user so I only created an laser called wise position Chris and I wanted to make this user as a delegated approver for Alena how do we do that every user record will be having a field called delegated approval so it should be somewhere down here you see on top of manager should be seeing delegated approval manager is basically kind of line manager delegate the floor is someone who can take the approval request or the leave request to be approved on behalf of help so I will just click here and I will search for vice position crazy yeah and then I will be conceived so by adding is to a delegated of you litigate approver value it doesn't end there this change itself is not enough so every approach will also say that whether delegation has to work or not in the approval process in the approval step you should be seeing that delegation option to be applied or not 7th liqueur next and next in here it says the approvers delegate may also approve the request so until and unless you apply this value two-step delegation will not work even though you are it in the user record that is not enough adding in the approval step approval step not the approval process it is approval step in the apropos so in the third step you should be seeing this value you just click on it and click on save now we are good to go with delegation so Chris or Weiss place increase is a delegated approve for manager alina now we will log in with employee scored and we'll see if this is our employees caught credentials and we'll try to create a newly pressed and then we'll try to submit it so as per this April process it should go to manager Alena and we also given Chris has a delegated approval it should also be seen by him to approve it or reject it so we have the leave request we are at to submit for approval so click on submit for our role of click on submit and if you see it say it say submit for approval if you see the related list of the approaches tree it's a spending status it is with the manager alina that doesn't mean it is only with manager elena even the delegated upload can also do it now i logged in with Chris also and we'll see whether it is applied or not so this leave request is LR 0 0 to 1 we'll go ahead and check it here so this will not be displayed either in notifications or in approval requests it will only he me he needs to go to the leave request record so which is LR 0 0 to 1 and then he should be able to improve it she will go to related list and we should be seeing approve or reject button if he is not a delegated approver these buttons will not appear I will just click on a pro and then give some comments approved on behalf of Alina and reconstitute so we have this leave requests F word we'll see whether it is expected properly in employees caught record so click on details and refresh the page and you should be seeing you seeing this approvers checker see this is how you can use a delegated approver fun doing this delegation so there are two things one on user record you chill you need to add the delegated approver and do on the approval step scenario eight let's say if we have leaves more than ten days we want that request to be approved by just not Alena and it should also go to vice-president Chris let's say employees cadres ten-day strictly requests to manage your Elina and let's say Ellen also a proceed then it will go for a second-level approval to Chris let's say if Chris also approves then request will be approved if Chris doesn't approve requests will be rejected even though Alena accepted it because it is a multi-step or multi-level approval needed not just one every user who is heads flying with this criteria will have to approve it this should happen only when requested ac is more than or equal to ten days what if it is less than ten days let's say Scott Rises only three days of leave so in this case approval doesn't need to go to Chris let's say manager Alena of proceed it will immediately go for approval why because jesus said this lyric first so we need to pull Moyes question only if the resource is taking more than ten days in that case early if Eleanor Roosevelt Amanda Kelly send a response to Scott saying that he is caught you can enjoy your trade asleep as simple as that if it is more than ten days only then it needs another level of approval as easy as that now the question is how we can have this multi-level approval based on the requested tests before we go ahead and implement this scenario we need to make we need to remove the delegated option for manager Elena okay because this is not necessary so click on save and we also may need to make this April process inactive because we'll try to create a new one as this current of purposes doesn't serve our purpose okay click on approve process normal try to create a new approach process and if you see all of them are in active state will try to create a a new approach we'll try to make it as multi-step process MO and we'll click on next here we want all the lyric was to come into the separate process so we don't want this to be there so we'll just week on next and in here we'll select manager and in the next step we'll leave the default as ease and the next step this is a page note where approval will see details about delivery request so we'll just add all of them and we click on next and this you can leave default sizes or you can make are to have a recall option and click on save now we have our approval process ready and so in multi-step process demo we have all the details and we need to add the approval steps so what are these approval steps as we have discussed before this is where we need to reset to whom it should go on what basis so if the leaves are greater than 1 it should go to Elina if their leaves are rather than 10 it should go to Elina and Chris it should be you to both one to Alina and to this also so it's like if leaves are greater than one go to Alina burn approval ok and click on next and in this conditions you need to do some condition right so on what basis if leaves are rather than one so you need to create a formula so how do you find number of daenam roughly is taken we'll just subtract and administer it so end it and say call - sorry and Santa it's not it yeah and ends - started should be greater than one only then it should go to Alina okay click on next every last T either should go to manager or you can also explicitly give the name so I will explicitly give the name to name as Alina and click on so to whom it should code after approval so manager Alina is the approver and I'm picking code same so it is created an approval step saying that if leaves or greater than 10 which is I can get - started here than worth it should go to manager Alina if it is less than 1 less than equal to 1 it will automatically gets approved there is no need of sending it for a parole if it is just one day that's what it means ok now this is for one step but it should also go through trace if the leaves are greater than 10 it should go to Alina first and it should also go to Chris if the leaves are less than 10 okay now you have Noel step now I will make it as a leaves or greater than 10 then H then go to Chris for approval okay now click on next and you can give the condition same as before second disc copy paste this so I will just make it formula first you can also make the criteria but formula is very easy in this case send this - started rather than one right I will make it as greater than 10 that should do right great than that if the leaves are better than 10 then it should go to Chris Hanson so click on next and you need to select the approver so the approver should be Chris and look up look up look up yeah and look on same now we have our second step also ready okay now we'll just review what we have done so far cancel I did pick on this now we have a bus step study what it says if if leaves are rather than one which means either it is 2 or 10 or 15 or 20 or 30 days also it's clear that one so any number of leaves greater than 1 will go to any now first then if it is greater than 10 it should also go to Chris that's what it means so if it is greater than then it will go to a leaner first and we'll come back to Chris if it is less than 10 and rather than 1 then obviously it will go to just Alina if she approached it it will accept ok in case if it is greater than 10 it should go also to Chris and he also needs to approve it to approve the leave it must both of them has to approve it now you can also add initial submission actions that we like we did earlier or you can also add a final of all actions rejection action something like that so for now I will activate this and we'll test it out so click on OK now we have our approval process ready now we will test it so we'll go back to Lee requests so this is I log in with my score now I create a new leap request so click on new so here I will create a sick name and I will you start it as 17 and then as 31st which will be like two weeks which is greater than ten days now as you can submit submit for approval okay thank you constantly now I submitted this leave request for approval as this is greater than 10 days Elena needs to approve it and even this also should use to approve it okay now if you see I login with manager Alina and notifications I should be seeing this newly request if I open that leave request I should be able to approve it okay so currently these are the details about that leave request I will recount a pro time click on approve so Alina approved it but still that status will be in pending State why because as Nemiroff leaves all rather than ten even Chris has to approve it now we'll go to Chris credentials which is Grace and we'll click on notification you should be seen the same Lee request click on it and he should approve it if he approves it this will get approved if here is exit then this will get rejected in this case as Chris is a very nice vice president he will approve it and click on improve see this has been approved so this is how multi-step will walk let's see if my Scott has raised the leaves them rocks number of leaves less than 10 then we'll see how that works so number of Lee's I will create a sick leave again and date from 17 I will just if it has just three or four days maybe till twenty so seventeen to twenty it makes this four days so click on save and he will submit it for live request submit and click on submit Sampo is caught has raised annually request with four days now we'll go to Elena's credentials which is Elena's credentials and he/she should be seeing and you notification you can't notification as number of leaves are less than 10 if she approves it this should get accrued see it didn't even go to Chris why because the number of Lisa less that is how you can decide that is how you can decide multi-step scenario night if lilies are less than three manager anyone has to approve if libras are crap than three then vice president Chris has to approve if you see this is slightly different with the previous version how let's say if Scott rise is less than or equal to 3 days request it should go to manager Alina if Alina pro sleeve will be approved else it will be rejected if he rises more than three days let's say realizes our own tendency requests instead of it goes to le now it should directly go to vice questioned and here you craz approach then leave will be approved else it will be rejected so this is up at two different levels there it is like one level manage manage your Alina has to pro only then it has to go to Chris here it should either go to manage ralina or it should go to Chris not to both in order to implement this scenario we need to deactivate and clone this approach versus again why because the current April process we cannot do much modifications on it so click on clone and make it as demo - and they more - here and then click on save once you clone it automatically all these steps on all the configurations that you have done on the previous approaches will come into picture here see the same things and even the same steps but in here we need to change these step conditions if the number of leaves are less than 3 only then it should go to Alina if it is greater than 3 it should go to Chris it should not go to both either it has to go to manager Lina or it should go to Chris so we'll change the steps accordingly so well click on edit and then here so I will make it as if leaves or greater less than less than 3 then go go to Alina okay and then I will I will click on next I need to change the conditions right so less than three is my condition and before going to clicking on save if this formula doesn't satisfy if their leaves are greater than three then it should go to the next criteria to not approve if this condition doesn't satisfy so I need to make it as go to next and this is really important if this condition doesn't satisfy it should go to next step that's what it means now click on save now we can have many will change the second step here so step two we'll change it as if with the in beliefs or greater than greater than three go to Chris okay and I will click on next and I will change the conditions as well here it should be greater than three it should be greater than or equal to three but I will make it as gay luckily I will be conceived so basically what is a primal step since is if the leaves are less than three it should go to a Lina if it should go to next step so if it is greater than three then it will come here and it will check the condition if the condition satisfies it will go to approval for Chris okay now as the conditions have satisfied either it will go to this condition or this condition based on the number of leaves now I will click on activate and we are good to go to test now we login with employees court and we'll create a new layer request so click on new here I will give this type as sick leave and started is equal to seventeen and later I will just give it as eighteen okay and I will click on save now it will check the conditions as seventeen and eighteen we have less than three days then obviously it should go to aleena so we can't submit for approval and click on submit now this approval should go only to aleena so I will just go and login with manager aleena and I should be seeing notification see this is the notification where ladies from seventeen to eighteen I will just approve it if I can if it rejects it will get rejected so approve and click on approve see got approved now we will try to create the case with number of leaves gran then treatise which is like five to six days click on live request link type is equal to wear casually you started is equal to eighteen and it is equal to somewhere around thirteen which makes it two weeks rather than three days obviously click on save and now we have lyric my study will click on submit for approval and click on submit now this request should go to Chris so if you see goes to Chris will just log in with Chris and then we will see whether we caught this so this is Chris credentials click here so this is the latest record click on it this is from 18 to 21 so this is a pending state I will click on a pro and click on approve so now this request have been improved so this is how you can make multi-step in different ways either it has to go to aleena on Chris scenario 10 if leave is applied I want it to go for a prove all to a team if one of them approves it should get approved demon missions list of users if it goes to the stop users then if one of them a proceeded should get automatically to let's say you or I say expenses the expense request to some team and then that financial team one of them in the financial team can approve it so that it will be able to not everyone has to approve it let's say employ scored has created three days leave requests to the team here we have the team male manager aleena and my station Chris are part of it in this case approval goes to both Elena and Chris if Allen of Elena's is that record she can see afronta check button save it Chris he can also see approval to check button if let's say Elena goes first and Liv approves the request then Lee will be approved if we if chris has uploaded before alina does then even in this case we can how that request can be approved but whenever we have multiple users to appropriately request we can choose two options so here one is anonymous which means all users must approve in this case if you select this option when you have select this multi users if you sell this you know numbers whenever you raise a lyric it has to be approved by both manager aleena and it should also approve by vice piston kiss so let's say manager aleena approach first it will be still SOI showing as pending and even if vice-presidency a satanic he approves it only then that lee request will be approved else it will be rejected so this is what unanimous feeds and we have the second option where one of them needs to approve it if we select this option if a request comes it can be seen by both manager Lina and praise in there after all requests if manager aleena approves it then it will be automatically approved if Chris appreciate it will automatically approve the other person don't even need to know now we'll see how these options will work in sales was the scenario is little different with the previous scenario so previous scenario says either it should go to aleena or it should go to Chris based on the conditions but in here it should go to set of users or number of users in the same step it's like a team let's say your expenses reaches greater than 10000 it should go to one team in that team it should be accepted by all of them or it should be approved by one of them so to do that we should only need one step so we need to delete one step here so we cannot delete an existing improve process step so we need to clone it first we did activate will deactivate and we'll clone it so we reactivated it and we'll clone it okay so when you clone it all the approval steps all the definitions will stay as these and this is demo 3 but it is multi users in single step but user in single step okay there is a difference multi user in a single step earlier it was multiple steps in the first place each of this step has different user but here we have only one step will have only one step and will have multiple users so was think delay this step so we have taken out one step here and rest of the definitions will be aziz but in this step we'll try to add two users so we click on edit will not mess up with the condition but it should go to Alina and Chris okay and we'll go to next step conditions will stay as is next in here along with Ellie now it should also we can also add multiple users see you can add one more user Chris and I can select Chris here okay so you can add one more row one more row one more I can add number of users to accent this is like a team so whenever you your condition satisfies it will go to all these users now you can decide whether when multiple approaches Elston like this you can decide whether approval rejected based on four step all it's like any anonymous everyone has to accept it to approve it or only the first person can make it approve so in our case must we'll try with unanimous okay which means all of them has to approve it so I will remove the last two so in our team we have two people simply condition satisfied we'll go to these two people and it has to be anonymous so both of them has to approve it cells Lacan save and we have our approve course is ready and we can click on activate click on activate now we have our apple process study so it's like the condition is less than equal to three days now wise week on approve leave request so my Scott will create a newly request so here Leo type is equal to casual leave and I will just give it as 17 and 18 and you can't save now we have created a leave request we need to submit it so click on submit now it went for approval now we'll check with alina so this is manager alina so we'll check her notifications this is the new approval request so we have all our details 17 to 18 this is in pending state will improve it and click on a pro now as this is then unanimous this will also go to Chris that is the reason it was it is staying in pending state now we'll check with Chris so this is Chris right so we'll check we have no his notifications click on this approval request now it says pending state if we approach it it will get approved it feels exit it will get rejected because this is unanimous okay now I will click on approve and click on a proof say we have made this slave request accrual by using anonymous multi users in a single step okay now we'll try to select the second option so click on edit and in here the next step in stop anonymous will select the other option which is a pro based on the first steps response let's say the leave request goes to both manager Annina and prints right say one of them approves it will get a prude if one of them budgets it will get this rejected so we'll click on save so we have made the necessary changes in the approval system we'll see whether it is working properly or not so click only request under employees caught and click on new and you liberate quest leave type to sick leave and the taste is equal to lemon and then it is equal to 12 and click on save as the condition satisfies you click on submit for approval it will go for both manager Alina and will and it will also go to Chris let's see whether it whether it has gone for both the users under manager Alina if I click here so I am seeing the latest record with it she is LR 0 0 to 8 and if I go with grace and I should be seeing that you LR 0 0 to 8 so click on Chris and I will improve it from here ok so as this is reject or a pro based on first response I have approved it so this will get improved if I rejected it this will get rejected so manager Alina doesn't need to do anything here so based on your requirement either you need to choose unanimous all you need to choose approve or reject based on first response scenario lemon every time user needs to explicitly click on submit for approval seems to be not very productive is there a way it automatically goes for approval yes there is there are two ways to submit our required for approval one user explicitly clicks on submit for a floor button that's what we are doing so far and we can also submit our request by using process builder let's say whenever a record is inserted or updated we can send that request automatically to approval by using process builder as you have observed every time Scott logs in he needs to create a request and he needs to explicitly click on submit for approval to send it for approval process so along with this option we also have another option by using process folder let's say if the condition satisfy immediately it will go to approval rather than user ticking on this subject forever let's say he creates Leon question click on same immediate it will go for approval how to do it that option is there in process builder so we'll create process perfectly so I have made an another video on process builder which will have all the options which I have explained it briefly you can just shake it out and have added that link in the cards on the top and description in the bottom ok now we'll create a new process predator so it will ask me the process name it will it's likely request process and I will click on save yeah I need to sell it one more option yeah process starts when I record changes so click on save who select object so i will select object i'll leave request i want this to be applied only when a the record is created okay whenever any request is created i want this to be going to a prole process okay so you can save so i have selected the object now I need to select the condition so it's like leaves less than 3 okay so this is one condition I can give the criteria or I can also give the formula like we have it earlier say the formula I can just select the field which is end date and you can click on end date choose and you also need to kill start date start date and you can click on choose and less than 3 so this is the formula if and then - start it which is number of leaves less than 3 then we need to do some action so that an action you need to put it here ok so a few people still having doubts you not understand what I am doing you can just go ahead with the process builder video first which I have told you that I have add description down below and then come back here ok now I can click on add action so in an action type which actually it should happened so whenever less that leaves less than three then it should go to some action which action that action is called submit for approval it will give me the approval need so I need to select this specific approval live so what is my problem it's forward multi-step against right multi-user I guess it's multi-user yeah this is the latest active ok now action M is called approval process is just a name you can do any name here if you need to select you're a pro processor made here and then submission comments it's not really necessary and that's the concept ok now we have our process build already when a record is inserted it believes there are less than three then it will call our approve assist that's what this process builder is about it we need to activate this so we have our active version of process build already now we are ready to test so now we'll click on leave requests again I will click on new only request and I will give some new type else casually I will guess Q or 19 and 20 and click on save rather than sinking won't submit for approval now first of all you if you observe I don't see submit for a pro but now because it's already submitted and if you click on related you should be saying it is pending with both Chris and manager because it is for multi users it automatically went for approval now I will go ahead and check with manager alline if I see it here I should be seeing the latest record which is LR 0 0 to 9 if she approves it as you know we have selected a pro or rejected based on first response so if she rejects it it gets rejected if she accepts it it get approved ok so I rejected this this is the first time I think originally oh great so if I go back here and then refresh this page I should be seeing this will be getting rejected see so this Court is you can see so if voltage wave one person liquid will go for attention clear so this is how you can call your up role process from process builder very very easy and that's your alpha if you liked this video give a thumbs up and if you have any questions comment down below practice practice practice earn by

Channel: Salesforce Exclusive

Views: 45,384

Keywords: Approval process in salesforce, salesforce approval process, Approval process, approval process in salesforce with real time scenarios, approval process with examples, approval process email alerts, approval process field updates, approval process process builder, approval process recalling, intial submission actions salesforce, approval actions salesforce, rejection actions salesforce, recalling actions salesforce, process builder actions, salesforce approvals, approvals

Id: iW7D2MMuRJs

Length: 59min 59sec (3599 seconds)

Published: Mon Mar 16 2020