Configure the Trigger Application Approval Flow

Use the Trigger Application Approval flow template to automate the application approval process in your org.

1. From Setup, in the Quick Find box, enter Flows, and then click Flows.
2. In the list of flows, click Trigger Application Approval.
   The selected flow opens in Flow Builder.
3. To edit the fields that are validated for an individual application, click the Validate Application element, then click Edit Element.
   The template accepts Individual Application objects that have the Id field set to the ApplicationId, the status field set to Submitted, and the category field set to Program.

   

   Tip For the "No" sections of the decision elements, you can trigger an email with customized error messages. To know more, see the Trailhead module, Data and Actions in Flows.
   The Get first Application Item and Get ProgramProduct elements fetch the Application Item and ProgramProduct records, respectively. The Validate Program is Active elements fetch the ProgramID record and check if the program is active.
4. To pass a value as an input to an expression set, create an Action element that invokes your expression set.
   The Call Approval Rule action element passes the value Validate_Program.name to the Utilities Application Approval Rule expression set. The expression set then fetches an output from the Utilities Application Approval DM decision matrix based on the program. The output from the expression set is used in the AutoApprove decision element.
5. Automatically approve or reject an application:
   1. Click the AutoApprove decision element, and then click Edit Element.
   2. In the conditions of the outcomes, set the resource field to the output variable from the expression set.
   3. Set the value field to the possible values of the variable.
      For example, for the AutoReject outcome, set the value to AUTO_REJECT.
6. Update the status of the automatically approved or rejected record.
   1. Click the Reject Application element or Approve Application element, and then click Edit Element.
   2. To specify the record to be updated, set the Object to Individual Application, and then filter the records based on the Individual Application ID stored in the Validate Application element.
   3. Set the Status field to either Approved or Rejected.
7. Send an application for approval.
   1. Click the Get Action Plan Template element, and then click Edit Element.
   2. Fetch the action plan template name from the expression set.
      The Utilities Application Approval Rule expression set sets the action plan template name in the APT_Name variable.
   3. Click the Create Action Plan element, and then click Edit Element.
   4. In Object, enter Action Plan, and then set the field values for the action plan.
   5. To start an approval process for the application, create an Action element that passes the individual application ID to your configured approval process.