Following are some guidelines or best practices for implementing an efficient approvals process.

• For large quotes, that is those containing more than 100-line items, consolidate approvals at the cart or quote level.
• Use Approval Search Filter to create reusable filters with defined criteria for approval workflows. This feature helps automate and streamline the approval process by specifying which business objects and conditions should trigger an approval.
• Streamline Approval Processes and provide visibility into Approval Processes with preview of Approvers before submitting the Quote.
• Use of Spirit of the Deal rules to enable Auto-Approvals in scenarios where the Quote/Cart should not be routed for approvals and use reports for minor deviations.
• Utilize email approvals with localized email templates with key data points to reduce cycle time.
• Consolidate emails and approval steps so that an approver needs to approve the Quote/Cart only once in an Approval cycle.
• Leverage Re-Auto Approval Criteria Set auto-reapproval criteria so that requests already approved by designated assignees are automatically re-approved when the criteria are met, helping to improve productivity, ensure consistency, and maintain a clear audit trail.
• Enable reminders and auto-escalation rules to ensure the governance around the approval time is maintained.
• Ensure the Quote is locked during approval process and any change on the quote is not allowed without an Approval recall.
• Ensure correct information for approving the Quote/Cart is presented to the Approver at the time of approval to minimize the back and forth. This can be in the form of attachments/business justification/comments.
• Conduct periodic review of the Approval Process/Rules so that the Approval rules in the system are up to date with the Approval policies.
• Implement Approval Policies to ensure the process remains efficient, well-governed, and standardized, thereby reducing delays and minimizing the overall time required for approvals.
• Implement Delegate/Backup Approvers to ensure business continuity, reduce bottlenecks, and maintain efficiency by providing timely coverage when primary approvers are unavailable.
• Utilize Approval Center. It centralizes and streamlines the approval process, providing visibility, faster turnaround, error reduction, and seamless integration with Salesforce and Conga Platform.