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Approvals for Salesforce

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Approvals for Salesforce

Approval Rules

Approval Rule Assignees

The Manage Entries section of an Approval Rule designates assignees who will receive approval requests, based on the associated dimension and where they are called within an approval step.

You can have a user, role, queue, custom version of those, related user, or auto approval as an assignee. Like configuring assignees in the approval step, you can indicate whether they should only be notified or sent an email informing them they must decide on the approval.

If you want to automatically progress an item, you can select Auto Approval as an assignee and associate the rule with a sub-process in an approval step. In instances where approval routing is based on thresholds, an auto-approval assignee can ensure the process is handled correctly.

When approval routing is based on thresholds, an auto-approval assignee can ensure the process is handled correctly. For instance, if approval routing is based on discount percentages and no approval is required for the 0–20% range, the approval step for that range could go to an auto-approval assignee.
Note:

Be sure that valid values are entered or the expected assignees may not be notified as expected. While you can enter someone's name, username, or email address, use either the username (that they use to log into the system) or the email address associated with their account. These unique identifiers ensure correct user selection.

Configuring Assignees in an Approval Rule

There must be an approval rule.

Limitation: Referencing Related Object Levels in Custom User

When you configure a Custom User in an Approval Rule Entry, you can reference fields from only one parent object level (n+1) in the condition criteria. The system does not support referencing fields from a second-level or beyond related object (n+2 level).

Example:

  • Supported: Agreement_r.OwnerId_c (This field is available directly on the immediate parent object.)
  • Not Supported: Agreement_r.Account_r.OwnerId_c (This field is located on a second-level related object.)
  1. From the Approval Rule Detail page, click Manage Entries.
  2. Select the criteria based on the previously selected dimensions.


  3. Enter the assignee details:

    Option

    Description

    Sequence

    To use this rule with a subprocess in an approval step, you can add another assignee; otherwise do not add more.

    Type

    Choose from User, Role, Queue, Related User, Custom User, Custom Role, or Custom Queue, or Auto Approval.

    CAUTION:

    The Auto Approval type is deprecated. Use the Auto-Complete checkbox instead.

    Value

    Enter a valid Salesforce value for the assignee, based on the Type selection.

    Label

    Enter a label to associate with the Value entry.

    Depends On

    If you have multiple assignees for the rule entry, enter the number corresponding to the assignee on whom you will make the current assignee dependent.

    Notify Only

    An email is sent to the assignee, without any action items.

    Send Email

    An email is sent to the assignee, informing them they must make an approval decision.

    Auto Complete

    The approval request is auto-approved on submission.

    Skip Unresolved Assignee

    Select to skip an unresolved approver from the list of sequential approvers.

    Escalate To

    If the assignee does not approve or reject a request within a stipulated period, the request is escalated to this assignee.

    Description

    Description for the assignee.

  4. Click the green plus icon () to add another rule entry or click Save to go to the Approval Rule Detail page.

The rule entries are now in use by the approval rule.

Now that the approval rule has assignees, you can create an approval process and reference the approval rule and it will use values entered here to route the approval.

Setting Up Auto-Escalation for Rule Assignees

There is an approval rule.
Note:

Set up auto-escalation on approval rules that will be used as sub-process (context header object) only. Do not set up auto-escalation on child process (child records or line items).

  1. From the Approval Rule Detail page, click Manage Entries.
  2. Select criteria based on the previously selected dimensions.


  3. Click Escalate To to raise the Auto Escalation Setup dialog.


  4. Enter the escalation details:

    Option

    Description

    Assignee Auto Escalate

    Select this check box to enable auto-escalation for the assignee. If the assignee does not approve or reject the request within the specified days or hours, the request is escalated.

    Assignee Expected Days/Hours To Complete

    Specify the days or hours within which the assignee must approve or reject the request. If the assignee takes no action on the request, it is escalated to the assignee specified in the Assignee Escalate To Type field.

    Assignee Escalate To Type

    Specify the assignee to escalate the request to. The assignee type can be user, role, queue, backup admin, user manager, delegated user, related user, User Approval Matrix Next Approver.

User Guide
Approvals

November 14, 2025