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Approvals for Salesforce

Setting Up Approval Rules

Dimensions

Dimensions enable you to map fields from a variety of business objects including, but not limited to, Opportunity, Quote/Proposal, and Agreement Term Exception.

Once a dimension is created, you can create an approval rule and associate it with the dimension.

To create approval rule dimensions

  1. Click the Approval Rule Dimensions tab or click the plus icon () and select Approval Rule Dimensions.
  2. Click New and enter the dimension information:

    Option

    Description

    Dimension Name

    Enter a meaningful name that will be easy to identify and select in the approval process.

    Business Object

    This should match the object in the approval process that you plan to use the approval rule with. The objects you can select from are dependent on the packages you have installed.

    Dimension Type

    Field is a field associated with the business object. Formula is a type that can be extended through the associated business object.

    Field

    The fields associated with the business object are available if the dimension type is Field. If the dimension type is Formula, enter a formula with a reference field syntax (nnn__r.area__c), such as Approval_Submitter__r.Area__c.

    Description

    Description for the approval rule dimension.

  3. Click Save to go to the Approval Rule Dimensions details or click Save & New to add another dimension.
The dimension is added to the list on the Approval Rule Dimensions page. You can now create approval rules and associate them with the dimension from either the dimension details page or the Approval Rules tab.

Use Case: Route Approvals to Regional Managers Using Dimension-Based Rules

Business Context

Organizations with geographically distributed sales teams require approval routing that aligns with their territory structure. Static user assignments do not scale across regions and require ongoing maintenance. Conga Approvals supports dimension-based rules to dynamically route approval requests to the appropriate regional manager based on the account's territory or region.

Overview

This use case demonstrates how to configure a dimension-based approval rule to automatically route high-value proposal approvals to the appropriate regional manager based on the account's sales territory. Your implementation may vary. For more details, see the Conga Approvals documentation.

Persona

Field

Details

Name

James Okafor

Role

RevOps Administrator

Goal

Route approval requests dynamically to the appropriate regional manager based on the account's sales territory, without hard-coding individual users in each approval step.

Scenario

TechN Solutions operates across three regions: North America, EMEA, and APAC. Each region has a dedicated Regional Sales Manager. When a proposal exceeds USD 50,000, it must be approved by the manager for that region. James configures a dimension-based approval rule so that routing occurs automatically based on the Territory field on the associated account.

Prerequisites

  • The Conga Quote Approvals package is installed in your Salesforce org. For more information, see Installing Conga Approvals.

  • The Preview & Submit and My Approvals buttons are added to the Quote/Proposal page. For more information, see Configuring My Approvals and Approvals Pages.

  • The Quote/Proposal object is registered in all five Conga Approvals picklists in Salesforce Setup (Approval Process Object Label, Approval Process Object Type, Approval Rule Dimension Business Object, Approval Rule Business Object, and Search Filter Business Object). For more information, see Adding Values to Approval Pick Lists.
  • A record for Apttus_Proposal__Proposal__c exists in Approval Custom Config (Setup > Custom Settings > Approval Custom Config).
  • A Territory picklist field (cnga__Territory__c) exists on the Account object with values: North America, EMEA, and APAC. If it does not exist, create it via Setup > Object Manager > Account > Fields & Relationships > New > Picklist.
  • A Text formula field named Account Territory exists on the Quote/Proposal object, using the formula TEXT(Apttus_Proposal__Account__r.cnga__Territory__c). If it does not exist, create it via Setup > Object Manager > Quote/Proposal > Fields & Relationships > New > Formula > Text.
    Note:

    The Territory value is stored on the Account object and must be accessed through the Account lookup field on the Quote/Proposal record. Salesforce does not allow a Picklist field to be referenced directly in a Text formula field. When creating the formula field, convert the picklist value to text by using the TEXT() function.

    Example: TEXT(Apttus_Proposal__Account__r.cnga__Territory__c)

Step 1: Create the Dimension
  1. Log in to your Salesforce org as an administrator.
  2. Click the App Launcher and select Conga Approvals Setup.
  3. Click the Approval Rule Dimensions tab and click New.
  4. Enter the dimension details using the sample data below and click Save:

    Dimension Name

    Business Object

    Dimension Type

    Field

    Sales Territory

    Quote/Proposal

    Formula

    Apttus_Proposal__Account__r.cnga__Territory__c

    Note:

    Select Dimension Type as Formula because the Territory value resides on the Account object and is referenced through the Account lookup on the Proposal. Enter only the reference field path in the Field box, without TEXT() or other formula functions.

    For more information, see Dimensions.
Step 2: Create the Approval Rule
  1. Click the Approval Rules tab and click New.
  2. Select Quote/Proposal as the Business Object and click Next.
  3. Enter the rule details using the sample data below and click Save:
    FieldValue
    Rule NameRegional Manager Approval
    Sequence1
    Rule TypeDimension
    Approval PolicyUnanimous
    Dimension 1Sales Territory (Dimension Types: Discrete)
    Rule CriteriaProposal Amount >= 50000
    For more information on rules, see Creating Approval Rules.
Step 3: Add Rule Entries for Each Region
  1. From the Approval Rules tab, click Regional Manager Approval rule to open the rule detail page. For more information, see Configuring Assignees in an Approval Rule.
  2. Go to Related tab and click Manage Entries.
  3. Add one entry per region using the sample data below and click Save:
    Label Condition (Sales Territory)TypeValue (Approver)
    North America ReviewNorth AmericaUserSandra Wu (NA Regional Manager)
    EMEA ReviewEMEAUserLuca Ferrari (EMEA Regional Manager)
    APAC ReviewAPACUserPriya Nair (APAC Regional Manager)
Step 4: Create the Approval Process
  1. From the main menu, select Conga Approvals Setup and click the Approval Processes tab. For more information, see Creating an Approval Process.
  2. In the Manage Approval Processes for dropdown, select Quote/Proposal, then click Create New Approval Process.
  3. Select Rule Driven Process.
  4. Specify the Entry Criteria using the sample data below and click Next:
    FieldOperatorValue
    Proposal AmountGreater Than or Equal To50,000
  5. Click Next to move through each page of the wizard, change any options your scenario needs or leave them at their defaults, then click Save on the final page.
Step 5: Create the Approval Step and Submission Actions

The approval step links the approval process to the Regional Manager Approval rule. Without this step, the process has no rule to execute and no approvers to route to.

  1. On the Approval Process detail page for Regional Manager Approval Process, click Add New in the Approval Steps section. For more information, see Creating Approval Steps.
  2. Enter the step details using the sample data below and click Next through each wizard page, then click Save:
    FieldValue
    Step NameRegional Manager Review
    Step TypeSub Process
    Approver RuleRegional Manager Approval
    Send EmailSelected
    Step DependenciesNone (runs as the only step)
  3. Add Initial Submission Actions, Final Approval Actions, and Final Rejection Actions details using the sample data below:
    Action TypeField Action TypeField NameApproval Status
    Initial SubmissionField Update (Constant)Approval StatusPending Approval
    Final ApprovalApprovedApproval StatusApproved
    Final RejectionRejectedApproval StatusRejected
    For more information, see Creating Initial Submission Actions. Follow the same steps to configure the Final Approval and Final Rejection actions.
  4. On the Approval Process Definition page, click Activate to make the process live.
    Note:

    The approval process will not trigger at runtime until it is activated. Activation is a separate step from saving.

  • The approval rule, rule entries, dimension, approval process, submission actions, and approval step are configured and active.
  • Proposals below USD 50,000 do not meet the entry criteria and are submitted without triggering an approval process.
  • Proposals of USD 50,000 or more trigger the Regional Manager Approval Process and are automatically routed to the regional manager for the account's territory.
  • Static user assignments are not required. To add a new territory, create a new dimension value and a corresponding rule entry. No changes to the approval process or approval step are required.
  • Each regional manager receives an email notification and can approve or reject the proposal from the My Approvals tab in Conga Approvals Management.
User Guide
Approvals

November 2, 2026