Approval Flow Settings

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

Entry Criteria

The Entry Criteria tab defines the conditions that must be met before an approval process is triggered.

Select a field name from the Select a field pull-down, assign it a logical operator from the Operator pull-down, and provide an appropriate value to create a testable rule. You can select a field directly on the context object or a field that resolves through a multi-level lookup relationship (for example, Account.ModifiedBy.CreatedDate).
Note: If the selected field is a lookup field, the fx (formula) button becomes active. Click fx to expand the lookup field and select a specific field from the related object. This allows you to traverse up to four levels of lookup relationships and use a value from a related object as part of your condition.
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 add more conditions. You can combine multiple rules using the following Boolean operators:

AND: All conditions must be true. For example, "Contract value is greater than or equal to 1,000,000 dollars AND Location is Chicago."
OR: At least one condition must be true. For example, "Contract value is greater than or equal to 1,000,000 dollars OR Location is Chicago."

Each condition supports the following operators:


Operator	Description	Example
Equals	Value matches exactly	Contract value equals 1,000,000 dollars
Not Equal To	Value does not match	Location not equal to Chicago
Less Than	Value is below the threshold	Contract value is less than 1,000,000 dollars
Less-Than or Equal-To	Value is at or below the threshold	Contract value is less than or equal to 1,000,000 dollars
Greater Than	Value is above the threshold	Contract value is greater than 1,000,000 dollars
Greater-Than or Equal-To	Value is at or above the threshold	Contract value is greater than or equal to 1,000,000 dollars
Is Null	Field has no value	Location is null
Is Not Null	Field has a value	Location is not null

To combine operators with Boolean logic, use the Rule Criteria Logic field. For example, to return results where the contract value is less than 1,000,000 dollars and the location is not Chicago: "Contract value is less than 1,000,000 dollars AND Location is not equal to Chicago."

Note: Approvals adds the AND operator by default when you add multiple conditions.

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 administrator 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	Turn on to group related approvals into a single step.
Consolidate Notifications	Turn on to combine related notifications into a single email.
Continue Pending Approvals on Reject	Turn on to continue the approval process even if an approver rejects the request.
Backup Admin User	Enter to search and specify a backup administrator approver. If not specified here, the default backup administrator 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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