How to create approval processes on Salesforce

intermediate 8 min read Updated 2026-03-18

Quick Answer

Approval processes in Salesforce automate record approvals by defining entry criteria, approval steps, and actions. You can create them through Setup by navigating to Process Automation and configuring the approval workflow for specific objects.

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Prerequisites

Salesforce administrator access
Understanding of your organization's approval workflow
Knowledge of Salesforce objects and fields
Familiarity with process automation concepts

Step-by-Step Instructions

Navigate to Process Automation

Log into Salesforce and click the Setup gear icon in the top right corner. In the Quick Find box, type Approval Processes and select Approval Processes under Process Automation. Choose the object you want to create an approval process for from the Manage Approval Processes For dropdown menu.

Start with a simple object like Opportunities or custom objects before moving to complex standard objects.

Create New Approval Process

Click New Approval Process and choose either Use Standard Setup Wizard for guided configuration or Use Jump Start Wizard for quick setup. Enter a unique Process Name and API Name. Add a clear Description explaining the purpose of this approval process.

Use descriptive names like 'Opportunity_Discount_Approval' to make processes easily identifiable.

Define Entry Criteria

Set the conditions that trigger the approval process by clicking Specify Entry Criteria. Choose between criteria are met or formula evaluates to true. Configure field conditions such as Amount GREATER THAN 50000 or create a formula like Discount_Percent__c > 0.15. Specify which records can enter this process when they are created or created and every time they're edited.

Test your entry criteria with sample records to ensure it captures the right scenarios.

Configure Approval Steps

Click New Approval Step to add approval stages. Enter a Name and Step Number for ordering. Define Step Criteria to determine when this step applies. Under Assigned Approver, choose from options like Let the submitter choose the approver manually, Automatically assign to approver(s), or Automatically assign using custom field. Select specific users, roles, or use related fields for dynamic assignment.

Create multiple approval steps for different approval levels, such as manager approval followed by director approval for high-value requests.

Set Approval Actions

Configure what happens when records are submitted, approved, or rejected. Click Add Action for each stage and choose from Email Alert, Field Update, Task, or Outbound Message. For field updates, set status fields like Approval_Status__c = 'Pending Approval'. Create email alerts to notify approvers and stakeholders automatically.

Always include field updates to track approval status and email alerts to keep stakeholders informed.

Configure Final Actions

Define Final Approval Actions that execute when all approval steps are complete, such as updating status fields to 'Approved' or sending confirmation emails. Set Final Rejection Actions for when the request is rejected, like updating status to 'Rejected' and notifying the submitter. Configure Recall Actions for when submitters recall their requests.

Include task creation in final actions to ensure follow-up activities are automatically assigned.

Activate the Approval Process

Review all settings in the approval process summary. Click Activate to make the process live. Once activated, you can only modify certain aspects - the entry criteria and some actions cannot be changed. To make major changes, you'll need to deactivate the process, clone it, or create a new version.

Test thoroughly in a sandbox environment before activating in production, as activated processes have limited editing capabilities.

Common Issues & Troubleshooting

Records not entering the approval process

Check that your entry criteria are correctly configured and that the record values match the specified conditions. Verify the process is activated and confirm the user has permission to submit for approval.

Approvers not receiving email notifications

Ensure email alerts are properly configured in the approval actions and that recipients have valid email addresses. Check that deliverability settings allow emails to external addresses if needed.

Cannot modify activated approval process

Salesforce limits editing of active approval processes. Deactivate the process first, or use Clone to create a new version. Consider creating new approval steps instead of modifying existing ones.

Multiple approval processes conflicting

Check the entry criteria and process order to ensure records enter the correct process. Use more specific criteria or adjust the evaluation order to prevent conflicts between similar approval processes.

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