Embedded Files
- Sumedha Sharma
In Salesforce, an Approval Process automates the approval of records. An approval process lays down each step of the approval, including who to request permission from and what to do at each step.
When a record is accepted, denied, recalled, or originally presented for approval, the Approval Process defines the actions to be taken.
When an employee requests time off, for example, Salesforce may send an approval request to the employee's management automatically. The actions are executed in response to the events that occur throughout the approval procedure. If a time-off request is accepted, for example, update the data on the employee's record, however, if the request is rejected - notify the employee.
Now, let's dive further into this example and see how the record moves through various steps of the Approval Process.
Initial submission actions happen when a user first asks for approval to take time off. The record is locked by default when the first submission is made. By taking this step, you can prevent other users from editing the record while it is pending approval (apart from approvers and admins). Sending an email alert, updating a record's field, creating a task, and sending an outbound message are further potential submission actions. The chain of approval for a certain approval process is defined by the approval steps, which distribute requests for approval to various users.
The submitter's direct manager is given the permission request in this instance. If the request is rejected by the direct manager, the final rejection actions are executed, changing the approval status of the post to Rejected. Final approval actions are executed if the request is approved by the direct manager. They inform the worker who requested the leave, change the approval status to Approved, and unlock the record for updates in the future.
Only after a record has been approved and all other approval steps have been completed, do final approval actions take place.
Preplanning
Let's develop a strategy for creating an approval procedure before we begin.
Create an Email Template
Firstly, let's create a template email to inform the manager of the employee that the employee has requested for a leave.
Go to Setup -> Home
In the Quick Find Box search Classic and select Classic Email Templates.
3. Click New Template.
4. Select Text as the type of template.
5. Click Next.
6. Folder - Unfiled Public Classic Email Templates
Available for Use - Selected
Email Template Name - Approve Leave Request
Encoding - General US & Western Europe
Subject - Please approve this Leave Request
Email Body - {!User.Manager}, {!Employee__c.Name} has requested time off. Please approve their leave. Thank you.
Including the merge field {!Employee__c.Name} helps the approver by providing a link to the Employee record. This allows them to review the record before responding to the request.
7. Click Save.
3. Choose the User whose settings you want to change. In this case, Chatter Expert.
4. Now, search for the check box Allow Output Format Change.
If you can find this option, go to Step 8.
Otherwise, proceed to the next step.
5. Go to Setup -> Object Manager -> User. Click User Page Layout & select User Layout.
6. Here, in the Quick Find Box enter Allow Output Format & drag that option in the Additional Information section as shown below.
7. The Additional Information section should look like the image shown below, & click Save.
8. Now go back to the User whose settings you want to change & click Edit.
9. Scroll down to the Additional Information section & check the box of Allow Output Format Change.
That's all there is to it!
You modified the Output Formats of a specific user's Quote Document.
The Output Format field is visible on this user's Generate Document page.
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