Create an Approval Process
Creating an Approval Process on Lead Object in Salesforce
An approval process in Salesforce is a powerful feature that allows businesses to streamline their workflows by automating the process of granting or denying requests. When applied to the Lead object, this process can enhance the efficiency of lead management, ensuring that valuable opportunities are carefully reviewed and approved before moving to the next stage.
Step-by-Step Guide to Creating an Approval Process on the Lead Object
Step 1: Define Your Objectives
Before diving into the Salesforce setup, it’s essential to outline the objectives of your approval process. Consider questions such as:
What criteria must a lead meet to be submitted for approval?
Who will review and approve the lead?
What are the steps in the approval process?
Are there notifications or actions that need to take place during or after approval?
Having clear objectives will guide your configuration and ensure that your approval process aligns with your business goals.
Step 2: Create a New Approval Process
1. Navigate to Setup: Log in to your Salesforce account and click on the gear icon (Setup) in the upper right corner.
2. Find Approval Processes: In the Quick Find box, type “Approval Processes,” and select Approval Processes from the results under the “Process Automation” section.
3. Select the Lead Object: Once in the Approval Processes setup, click on the “Create New Approval Process” button. You will be prompted to select the object for which you are creating the approval process. Choose the Lead object from the dropdown menu.
4. Configure the Approval Process Wizard: You will be guided through a wizard to configure the approval process:
Name the Approval Process: Give your approval process a descriptive name that reflects its purpose.
Specify Entry Criteria: Define the criteria that a lead must meet to enter the approval process. For example, you may only want leads with a "Status" of "Qualified" to be submitted. Use the formula editor to specify these criteria accurately.
Select the Initial Submitters: Determine who can submit leads for approval. You can allow all users or restrict it to certain profiles or roles.
Step 3: Define Approval Steps
After setting up the basics of the approval process, you will need to define the approval steps.
1. Add Approval Steps: Click on “New Approval Step” to create an approval step. You can create multiple steps if more than one level of approval is required.
2. Set Approval Step Criteria: Specify the criteria for the approval step. Determine whether the step will be automatically assigned to specific users or require a manager’s approval.
3. Assign Approvers: Choose the approver(s) for this step. You can assign approvers based on hierarchy, specific users, or roles.
4. Define Actions for Approval and Rejection: Specify what happens after an approval step is completed. This can include updates to the lead status, sending notifications, or triggering other workflows.
Step 4: Configure Final Approval and Rejection Actions
Finalize the actions that occur after the lead is either approved or rejected.
1. Post-Approval Actions: Determine what happens once a lead is approved, such as updating custom fields or moving the lead to another stage in the sales process.
2. Post-Rejection Actions: Similarly, set up what should happen when a lead is rejected. You might want to change the lead status or inform the originating user.
Step 5: Set Up Email Notifications
Email notifications are critical in an approval process to keep users informed about the status of their submissions.
1. Create Email Templates: Before configuring email notifications, set up email templates for both approval and rejection notifications. Go to “Email Templates” within Setup to create these templates.
2. Configure Email Alerts in Approval Process: In the approval process setup, add email alerts under the “Email Alerts” section. Select the appropriate email template for both approved and rejected notifications, and specify the recipients.
Step 6: Activate the Approval Process
Once you have finished configuring the approval process, it’s time to activate it.
1. Review Your Setup: Carefully review all steps and settings you have configured within the approval process. Ensure that entry criteria, approval steps, actions, and notifications are aligned with your business objectives.
2. Activate the Process: Click the “Activate” button to make your approval process available for use. Once activated, users will be able to submit leads for approval based on the defined criteria.
Step 7: Testing the Approval Process
After activation, it’s important to test the approval process to verify its functionality.
1. Create a Test Lead: Use the lead creation function to enter a test lead that meets the criteria for approval.
2. Submit for Approval: Follow the workflow to submit the lead for approvallead for approvallead for approval