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Job Candidates Classic Approval Process Example
When your company interviews candidates for a position, you can have several levels of approval before you can send an offer letter. Use this example to create a three-step classic approval process that requires approval from multiple management levels.
Required Editions
| Available in: both Salesforce Classic and Lightning Experience |
| Available in: Enterprise, Performance, Unlimited, and Developer Editions |
Important Try Flow Approval Processes, a modern alternative to Classic Approval Processes. This
new feature provides a more flexible, user-friendly flow-based interface, and it can trigger
on record changes, supporting Apex extensibility and detailed logging for compliance and
audit trails. It supports dynamic routing based on data and business rules, unlike Classic
Approval Processes, which are tied to specific objects and offer limited support for
processes by using conditions. With Flow Approval Processes, you can monitor submitted
records and quickly identify bottlenecks, giving you unprecedented visibility into approval
workflows. And, like Classic Approval Processes, Flow Approval Processes don’t consume
automation credits or orchestration runs.
Prep Your Organization:
Before creating the classic approval process:
- If you don't yet have a custom object to track candidates, create a custom object and tab called Candidates. Add the appropriate fields such as Salary, Offer Extended (checkbox), and Date of Hire.
- To notify approvers about a pending approval request, create an email template. To direct users to the approval page in Salesforce, include approval process merge fields.
Create the Classic Approval Process:
Create a classic approval process on the Candidate custom object using the following specifications:
- Don't enter filter criteria because you want all submitted offers to be approved.
- Choose the Manager field as the next automated approver.
- Select the email template you created for this classic approval process.
- Choose the record owner or any other user that you want to be able to submit offer letters.
- Create these approval steps.
- Create a step named Step 1: Manager Approval:
- No filter is necessary as you want all records to advance to this step.
- In the Automatically assign to approver(s) option, select the manager of the user submitting the request.
- If appropriate, choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests.
- Create a step named Step 2: VP Approval:
- No filter is necessary as you want all records to advance to this step.
- To allow the manager to select the appropriate VP to approve the request, choose Let the user choose the approver.
- If appropriate, choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests.
- Choose Perform ONLY the rejection actions for this step... so that the request returns to the manager for changes if the VP rejects the request.
- Create a step named Step 3: CFO Approval:
- No filter is necessary as you want all records to advance to this step.
- Choose Automatically assign to approver(s) and select the name of your CFO.
- If appropriate, choose The approver's delegate may also approve this request if you want to allow the user in the Delegated Approver field to approve requests.
- Choose Perform all rejection actions for this step AND all final rejection actions. (Final Rejection) so that offer letters rejected by your CFO are completely rejected.
- Create a step named Step 1: Manager Approval:
Tip
- Consider creating the following final approval actions:
- Email alert to notify the user who submitted the offer letter request.
- Field update to select the Offer Extended checkbox.
- Consider creating this final rejection action:
- Email alert to notify the manager that the offer can’t be extended.
Wrap Things Up:
- After you created the classic approval process, add the Approval History related list to the Candidates object page layout.
- Consider adding the Items To Approved related list to your custom home page layouts. The related list shows users all approval requests that are waiting for their response.
- If you have a sandbox, test the classic approval process, then activate it.
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