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Approvals for Salesforce

Approval Functional End User Workflow

Setting Up an Ad Hoc Approval Process in Runtime

You can create and modify an ad hoc approval process in runtime. You can preview and save all approval requests with comments and attachments. You can also configure ad hoc approvers - parallel or sequential. Save and preview them all at the same time on the Preview Submit Approval page. You can preview and submit approvals for complex processes.

To configure ad hoc approvers from runtime

  1. From the Agreement or Quote record, click the Preview and Submit Approvals button.
    The Preview Submit Approval page appears.
  2. Click Create Adhoc Process. If you have a rule based approval process and want to switch to ad hoc approval process, on the confirmation pop-up dialog, click Yes.
    The Ad hoc Process Runtime page appears.
  3. In the Ad hoc Approval Group section, type a Group Name.
  4. From Assignees, select an Assignee Type.
    The available assignee types are:
    • User
    • Role
    • Queue
  5. Search and select an Assignee.
  6. To send email notification to the selected assignee, set the Send Email flag to true.
  7. To add more assignees to the group, click the Add icon next to Sequence.
  8. To add more groups, select the Add icon on the extreme right of the Assignee section.
  9. Click Save.
  10. To add process level comment, click Add Comment.
  11. To add attachment for the process, click Add Attachments.
  12. To submit all ad hoc approval request, from the Preview Submit Approval page, click Submit.
You can preview all these changes on the Preview Submit Approval page.

Use Case: Ad Hoc Approval Process for Agreement Approvals

Business Context

Standard rule-based approval processes, like the one built in Use Case: Submission Comments and Attachments for Agreement Approvals, work well for repeatable scenarios. Some situations, however, need an approval path that cannot be predicted in advance. Conga Approvals provides an Ad Hoc Approval Process for this: an administrator activates a separate Ad Hoc process type for an object, and once active, a submitter can use Create Adhoc Process on the Preview & Submit Approvals page to build an entirely custom, one-time approver chain in place of the standard process, before the record is submitted.

Overview

This use case shows how to configure and use an Ad Hoc Approval Process.

Important:

This use case assumes that a standard rule-based approval process already exists and is active for the Agreement object, as built in Use Case: Submission Comments and Attachments for Agreement Approvals. The Ad Hoc Approval Process configured here runs alongside that process; it does not replace it. The steps below assume the following configuration already exists and is active:

Approval process: High-Value Agreement Approval (Rule Driven, Agreement, Entry Criteria Total Agreement Value > 200000), Activated.

Persona (Administrator)

FieldDetails
NameTom Bradley
RoleApprovals Administrator, TechNova Solutions
GoalActivate an Ad Hoc Approval Process for the Agreement object so that submitters can manually build a one-time approver chain at runtime for non-standard Agreements.

Persona (End User)

FieldDetails
NameClaire Thompson
RoleLegal Counsel, TechNova Solutions
GoalCreate a one-time approval path for a multi-jurisdictional software license agreement that involves regional legal and finance reviewers not included in the standard approval process.

Scenario

Tom Bradley activates an Ad Hoc Approval Process for the Agreement object. Later, PrimeEdge is finalizing a Software License Agreement that spans the USA, Germany, and India. The standard High-Value Agreement Approval process does not include regional reviewers for cross-border Agreements, so Claire Thompson, Legal Counsel, uses the ad hoc process to add jurisdiction-specific approvers for this one deal, without modifying the standard workflow.

Prerequisites

An active rule-based approval process for the Agreement object already exists in your org, as built in Use Case: Submission Comments and Attachments for Agreement Approvals.
  1. Activate an Ad Hoc Approval Process for the Agreement object (Admin-Configured).
    1. Log in to your Salesforce org as an administrator.
    2. Click the App Launcher and select Conga Approvals Setup, then click the Approval Processes tab.
    3. In the Manage Approval Processes for dropdown, select Agreement, then click Create New Approval Process.
    4. Select Ad Hoc Process as the process type.
    5. Enter the process details below and click Next:
      FieldValue
      Process NameAd Hoc Agreement Approval
      Object TypeAgreement
      Process TypeAd Hoc
      Note: Only one Ad Hoc Approval Process can be active per object at a time.
    6. On the Approval Consolidation Settings page, leave the defaults and click Next.
    7. Continue through the remaining pages—Custom Notification Email Templates, Select Custom Pages, Specify Backup Admin User Settings, and Comment Settings—leaving the default settings unchanged. On the final page, click Save.
    8. On the Approval Process detail page, click Activate.

    Once active, the Create Adhoc Process button appears on the Preview & Submit Approvals page for Agreement records, ready for a submitter to use in the next task.

  2. Create an ad hoc approval process at runtime for a non-standard Agreement (End User).
    1. Open the Agreement record for the Software License Agreement.
    2. Click the dropdown arrow in the top-right corner of the record and select Preview & Submit Approvals. The Preview & Submit Approvals page opens.
    3. Click Create Adhoc Process. If a rule-based process is already active for this record, a confirmation dialog appears — click Yes to switch to the ad hoc process.
    4. In the Ad Hoc Approval Group section, add each step using the sample data below. For each step, enter a Group Name, select Assignee Type as User, search for the Assignee, and set Send Email to true. Click the Add icon to add each additional group:
      Group/Step NameAssignee TypeAssigneeNotes
      USA Legal ReviewUserSarah Mills (US Legal Head)Lead approver for Agreement terms under US law.
      GDPR Compliance ReviewUserKlaus Bauer (Data Privacy Officer, Germany)Ensures GDPR compliance for EU data processing clauses.
      India Finance ReviewUserRavi Mehta (Finance Head, India)Reviews pricing in INR and currency risk exposure.
      Global Sign-OffUserSophia Grant (Global General Counsel)Final approval for multi-jurisdictional execution.
    5. Click Save to confirm the ad hoc process configuration.
    6. Click Submit on the Preview & Submit Approvals page to start the process.
  • Agreement records that fall outside the standard High-Value Agreement Approval process can still be routed for approval, using a fully custom, one-time chain of approvers built by the submitter at runtime.
  • The standard High-Value Agreement Approval process defined in Use Case: Submission Comments and Attachments for Agreement Approvals is not modified — the Ad Hoc Approval Process runs alongside it as a separate process type, used only when a record does not fit the standard path.
User Guide
Approvals

November 2, 2026