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            Create a Step to Interact with Approvers

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            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.

            Required Editions

            View supported editions for Flow Approval Processes.
            User Permissions Needed
            To open, edit, or create a flow approval process in Flow Builder: Manage Flow
            To see the Manage All Flow Approval Processes tile: Approval Designer
            To complete assigned approval work items in the Work Guide or from the Approval Work Items list view: Run Flows

            An orchestration run associated with an approval submission creates an approval work item for each approval step that it runs.

            A screen flow called by an approval step requires a text output variable named approvalDecision. Valid values for this output variable are Approve or Reject. See Select an Action to Run in Approval Steps.

            The User field for an approval step’s assigned user includes internal users and credentialed Experience Cloud site visitors. When you assign an approval step to a user or credentialed site visitor, verify that they have the required access to the record under review.

            To complete approval steps in the Orchestration Work Guide, internal users require access to the internal Salesforce Lightning record page for the record under review. Similarly, credentialed Experience Cloud site visitors require access to the object detail page for the record under review in an Aura or LWR site.

            To use Omni-Channel routing with Flow Approval Processes, set up Omni-Channel and associate at least one queue with the Approval Work Item object. Then assign the approval step to that queue to notify assigned approvers with the Omni-Channel widget based on your routing logic.

            Create, test, and activate the screen flow that your approval step calls. If you use evaluation flows to control when steps start or complete, also create, test, and activate those evaluation flows.

            When an orchestration run that's associated with a parent approval submission runs and it starts an approval step, it creates an approval work item. On work item creation, assigned approvers and their delegates receive a default email notification. For approvers and their delegates to receive notification emails, select Send Approval Work Item Assignment Emails to Approvers. See Manage Approval Email Notifications.

            1. Determine which stage to add the approval step to.
            2. In the stage element, click + Add Step, and select Approval Step.
            3. Enter a label, API name, and description.
            4. (Optional) Under Select When to Start the Step, select a condition.
              • To automatically start the step when the stage starts, select When the stage starts, the step starts.
              • To start the step after another step is completed, select When another step is marked Completed, the step starts. Then enter the name of the step to be completed first.
              • To specify up to 10 requirements to meet before the step can start, select When the specified requirements are met, the step starts. Then configure the requirements.
              • To use complex requirements to determine when the step starts, select When the specified evaluation flow returns True, the step starts. Then select an active evaluation flow.
            5. Under Select an Action to Run, select an active screen flow that contains a text output variable named approvalDecision to run for the step. Provide values or the API names of resources for the selected flow’s required inputs. See Select an Action to Run in Approval Steps.
              Tip
              Tip An approver or their delegate can approve or reject an approval work item without running the screen flow associated with the approval step. So select a screen flow that only gives the approver information about what they must approve or reject. To perform actions other than approving or rejecting, use a background step that follows the approval step.
            6. Under Select an Approver, select an assignment type.
              • To specify a user, select User.
              • To specify a regular public group, select Group.
              • To specify a group that’s a queue, select Queue.
              • To specify a resource that contains a user’s username, a group’s API name, or a queue’s API name when the orchestration run associated with an approval submission runs, select Resource.
            7. Specify the assigned user, group, or queue.
              • If you selected User, search for the name of an internal user or a credentialed Experience Cloud site visitor, and select it from the list.
              • If you selected Group, search for a group’s label, and select it from the list.
              • If you selected Queue, search for a queue’s label, and select it from the list.
              • If you selected Resource, select the API name of the variable that contains the assignee’s username, group’s API name, or the queue’s API name when the orchestration run associated with an approval submission runs.
              Important
              Important Don’t select $User for Resource. The $User global variable evaluates to the system user when the flow approval process is running in system context. An approval step can’t be assigned to the system user.
            8. (Optional) To send a custom email notification to approvers and their delegates when an approval work item is created for this step, select Customize notification email. Create text templates for a personalized email subject and body and enter their API names for Subject and Body. Or enter text for the email’s subject and body.
            9. Under Select Where to Complete the Action, select the API name of the variable that contains the ID of the record to be approved.
              1. To lock the record under review when the orchestration run associated with an approval submission runs and the approval step starts, select Lock the record. The record is automatically unlocked when the approver or their delegate completes the approval step.
              2. To allow the approver to update the record under review when it’s locked, select Allow approver to edit the locked record.
            10. (Optional) Under Select When to Complete the Step, select a condition.
              • To complete the step when an approver or their delegate has completed the associated work item, select When the assigned user has completed the screen flow, the step is marked Completed.
              • To specify up to 10 requirements to meet before the step is completed, select When the specified requirements are met, the step is marked Completed. Then configure the requirements.
              • To use complex requirements to meet before the step is completed, select When the specified evaluation flow returns True, the step is marked Completed. Then select an evaluation flow that you’ve created, tested, and activated.
            11. Save your work.
             
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