Approval Flow Settings

Once you have created the approval flows through the Setup window, you can further configure them through the Approval Settings window. This window provides a set of configuration options organized into five tabs: Entry Criteria, Notifications, Comments, Other Settings, and Update Actions. When you have entered all configurations, click Save to activate the approval flows.

Entry Criteria

This tab enables you to define the conditions that trigger an approval process.

Add rule criteria in the Rule Criteria section. Select a field name from the Field pull-down, assign it a logical operator from the Operator pull-down, and provide an appropriate value to create a testable rule. For example, you can pull down the Total Contract Value field type, assign a "greater than or equal to" logical operator, and a numeric value to qualify a rule.
Click Add Criteria to create additional rule criteria. Multiple rules must be separated by Boolean operators (Approvals adds " AND " by default. You can also use the OR operator.) For example, "Contract value is greater than or equal to 1000000 dollars AND Location is Chicago." XOR, NAND, XNOR and NOR operations are not supported: use the rule criteria logic to support these logical operations (for example, for a NOR relation negating the previous example: "Contract value is less than 1000000 dollars AND Location is not Chicago")

Notifications

This tab enables you to configure email templates to notify users at each stage of the approval process. Different templates can be set for assignment, reassignment, escalation, cancellation, reminders, and errors. Each template type is customizable and can be activated as needed, ensuring users receive timely and relevant information.


Field	Description
Notify Only Email Template	Notify users without requiring action.
Assignment Email Template	Notify users that they must decide on an approval request.
Reassignment Email Template	Notify users that an approval request task initially assigned to them has been reassigned.
Cancellation Email Template	Notify users that an approval request has been canceled.
Reminder Email Template	Notify users for automatic reminders of approvals awaiting action.
Escalation Email Template	Notify users for auto-escalation notifications. Configuration is required to activate this feature.
Error Email Template	Notify users about errors in the approval process.
Rejection Email Template	Allows setting the email template used to notify submitter or requester when their approval requests are rejected. If left blank, the system uses the default rejection email template. This applies to both consolidated and non-consolidated rejection notifications.
Request for Information Email Template	Configure the email sent when a Request for Information (RFI) is initiated. The system notifies the selected recipient to provide additional details or documents. If not configured, the system uses the default template.
Add Comments Email Template	Configure the email sent when someone responds to a Request for Information (RFI) using the Add Comments option. The system notifies the original requester that a comment or attachment has been added. If not configured, the system uses the default template.

Comments

The Comments tab lets you enable or disable comments at key points in the approval process—submission, approval, rejection, and recall. You can make comments mandatory or optional for each action, ensuring users clearly understand when and where to provide feedback.

This tab manages comment settings for both the Preview & Submit page (used by requester) and the My Approvals page (used by approver). Depending on your approval flow type, the system shows the relevant comment fields on these pages.

You can choose to collect submission comments either as a single entry for the entire process or as multiple comments at each approval step. Plus, you can customize the labels for all comment fields to match your organization's terminology and improve clarity.


Field	Description
Submission Comments Enabled	Allow the input of comments when submitting the approval request.
Submission Comments Mandatory	Make submission comments mandatory when submitting a request at runtime.
Submission Comments Type	Specify how reviewer comments should be captured during the approval flow. Select Process to collect a single comment that applies to the entire flow or Step to gather individual comments at each approval stage. You can have a single comment at the process level or up to three comments at the step level. Use Process Level comments when the same justification applies to all approvers, such as when a quote requires approval from a single group. Use Step Level comments when separate justifications are needed for different groups, like Finance, Legal, and Pricing. When the approval process criteria are met, and a record is submitted for approval, submission comments can be entered at either the process or step level.
	Process
	Submission Comments Label	Enter a custom label for the comment box when submitting an approval request. If left blank, the default label "Enter a Submission Comment" is used.
	Step
	Submission Comments Per Step	Specify the number of comments required before submitting the item for approval.
	Submission Comment "n" Label	Define the label that will appear for the comment box on the Preview Page.
Approval Comments Mandatory	Make comments mandatory when approving a request.
Approval Comments Label	Specify the label for the comment field shown in the dialog when approving a request. If left blank, the system uses the default label: "Enter Approval Comments".
Rejection Comments Mandatory	Make comments mandatory when rejecting a request.
Rejection Comments Label	Specify the label for the comment field shown in the dialog when rejecting a request. If left blank, the system uses the default label: "Enter Rejection Comments".
Recall Comments Enabled	Allow the input of comments when recalling an approval process.
Recall Comments Mandatory	Make recall comments mandatory when recalling an approval process.
Recall Comments Label	Specify the label for the comment field shown in the dialog when recalling a submitted approval request. If left blank, the system uses the default label: "Enter Recall Comments".

Other Settings

This tab provides configuration options that streamline the approval process consolidating approvals and notifications, enabling the continuation of approvals even after rejection, and specifying a backup admin user. These settings help streamline the approval process and ensure actions are completed even if certain steps are skipped or approvers are unavailable.


Field	Description
Consolidate Approvals	Toggle on to group related approvals into a single step.
Consolidate Notifications	Toggle on to combine related notifications into a single email.
Continue Pending Approvals on Reject	Toggle on to continue the approval process even if an approver rejects the request.
Backup Admin User	Enter to search and specify a backup admin approver. If not specified here, the default backup admin in configuration settings is used.

Update Section

This tab enables you to define actions that occur during initial submission, final approval, or final rejection. For each action, you can select fields, assign values, and add descriptions. You can add or delete actions to customize the approval process.

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