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Build a Flow Approval Process
It’s easier to automate an approval process when you understand how the approval pieces fit together. Before you create a flow approval process, talk to your stakeholders to understand the requirements. You can save draft flow approval processes without knowing all the required information, but you must specify all associated flows and configuration details before you can activate and run your flow approval process.
- Create a Flow Approval Process
Create autolaunched flow approval processes in the Approvals app. In Setup, create autolaunched or record-triggered flow approval processes. - Make Decisions in a Flow Approval Process
Use Decision elements to create conditions that control what stages are executed in a flow approval process. - Create a Step to Interact with Approvers
Create approval steps to assign flow approval processes to specific people, groups, or queues. Approval steps generate work items that assigned approvers can approve or reject without running the flow. Approvers can also approve or reject approval work items via email when you select Enable email approval response in Process Automation Settings. - Customize Emails to Approvers
By default, each time an orchestration run associated with an approval submission creates an approval work item, assigned approvers and their delegates receive a notification. To change the email notification sent to both approvers and their delegates, customize the associated approval step. - Define Requirements for Stages and Steps in a Flow Approval Process
Use requirements to resume an orchestration run when a record changes. Define up to 10 requirements to determine when a step is ready to start or when to mark a stage or an approval step as completed. - Route Approval Work Items with Omni-Channel
To use Omni-Channel routing in Service Cloud with approval work items, you must have at least 1 queue associated with the Approval Work Item object. When you assign an approval step to that queue, members of the queue receive notifications via the Omni-Channel widget based on your routing logic. Unless you disable default email notifications for approval work items, queue members also receive email notifications. - Control Which Element Runs Next in a Flow Approval Process
Flow approval processes use Auto-Layout in Flow Builder. In Auto-Layout, elements on the canvas are spaced and connected automatically. Use Go To connectors when you have elements that don’t follow the usual consecutive auto-layout path. - Add an End Element to a Flow Approval Process Path
All elements in a flow approval process are connected automatically, or they’re connected by Go To connectors that you add manually. To finish a path in your flow approval process, add an End element. - Use Automatic Output in Flow Approval Processes
A flow approval process has access to output for its stages, steps, and decisions. Query the status of any stage or step in the flow approval process. Use output parameters from any step’s associated flow. In a flow approval process, referenced automatic outputs that contain a record or a record collection are refreshed with their latest values each time the orchestration run associated with an approval submission resumes. - Add Recall Actions to a Flow Approval Process
To run steps when an in-progress flow approval process is recalled, add a Recall path. A recall path can contain a single stage with background steps. When the submission is recalled, the stage that was in-progress and all of its steps that haven’t been completed are canceled. Open approval work items are also canceled. The stage in the recall path then runs. When the stage in the recall path is completed, the approval submission is recalled. - Handle Stage Errors in Flow Approval Processes
Set up fault paths to handle errors in flow approval processes. Create fault paths for each stage and add elements that trigger when errors occur in that stage or its steps. This approach minimizes the likelihood of approval submissions failing due to stage errors. - Work with Flow Approval Process Templates
Create a template based on an existing flow approval process or turn an existing flow approval process into a template. Then use the template as a starting point for creating other flow approval processes in Flow Builder. You can also distribute the template via a managed package so that subscribers can create flow approval processes based on it. - Make Approval Work Items Accessible to Assigned Approvers
When an orchestration run associated with an approval submission runs an approval step, by default, it emails a notification to the assigned approver, group, or queue and their delegates. Internal users and credentialed Experience Cloud site visitors can complete their assigned work in multiple ways.
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