The backup admin user is responsible for handling routing issues that may occur during the Intelligent Workflow and Approvals approval process, while admin profiles enable you to associate users — via their roles — with admin level access to Intelligent Workflow and Approvals.
Typically, Intelligent Workflow and approvals will progress as expected, but in instances where an appropriate user cannot be found to handle an approval request, having designated administrators ensures an approval process can still be completed. As these users may be responsible for a number of administrative tasks, you should ensure they have wide ranging access to the objects used in your Salesforce environment.
The backup admin user configured below is used globally. You can also designate a backup admin user for each approval process, which will be used instead of the global backup admin user.
You must ensure that the user you select as the backup admin user is always an active user. If you are going to deactivate that specific user, then be sure to select another active user to assume the backup admin user role.
To setup the Backup Admin user
Build > Develop > Custom Settings
- Click Manage beside Approvals System Properties.
- Click Edit beside System Properties.
In the Backup Admin User field, enter the first and last name of the appropriate person and click Save.
Only one user can be designated as the backup admin.
The selected person is now the backup admin user and if there are any tasks the system cannot route as expected, the backup admin user will be able to deal with them.