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Configure an Approval Flow

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Configure an Approval Flow

Create a record-triggered flow approval process that manages the unlock request lifecycle: routing requests to the quote owner's manager for approval, notifying stakeholders at each stage, and updating the quote status based on the outcome.

Required Editions

User Permissions Needed
To configure an approval flow: Life Sciences Commercial Admin permission set

In this flow, as a background step for the outcome of this flow, add an auto-launched flow for sending notifications to the approver and submitter based on the quote status and approval status. See Advanced Approvals.

Note
Note This flow is a sample implementation for reference only. Customize it to fit your business and performance requirements before using it in production. For example, by reducing the number of notification actions or recipients.
  1. From Setup, in the Quick Find box, enter Flows, and then select Flows.
  2. Select Record-Triggered Flow Approval Process, and then click New Flow.
  3. In the Start node, configure the Flow Trigger with these settings.
    • Object: Quote
    • Trigger Event: A record is created or updated
    • For Condition Requirements, select Formula Evaluates to True
    • Entry Conditions: ISCHANGED({!$Record.Status})||ISNEW()
  4. To store approver details, create a resource with these settings.
    • Resource Type: Formula
    • API Name: approver
    • Description: Stores the approver details — the quote owner's manager
    • Data Type: Text
    • Formula: {!$Record.Owner:User.Manager.Username}
    Note
    Note If approver is the manager, then link every user to one manager.
  5. To check whether the quote status is Submitted or Request for Approval, add a decision with these outcomes.
    1. For Outcome 1, configure these settings.
      • Outcome Label: Is Quote Submitted for Unlock and Approval?
      • Status: {$Record.Status} = 'Request for Unlock'
      • Condition Requirements: All Conditions Are Met (AND)
    2. For Outcome 2, configure these settings.
      • Outcome Label: Is Quote Submitted for Lock?
      • Status: {$Record.Status} = 'Submitted'
      • Condition Requirements: All Conditions Are Met (AND)
  6. Configure the decision outcomes. See Configure the Quote Status Check Decision Outcome and Configure Quote Approval Decision Outcomes.
  7. Save and activate the flow.
  • Configure Quote Status Check Decision Outcome
    For each outcome in the quote status decision, configure the stage, steps, and actions that determine how the approval flow routes an unlock request or notifies stakeholders when a quote is locked.
  • Configure Lock Notification Flow
    Build the auto-launched flow that sends approval notifications to approvers and submitters based on a quote's status and approval decision. Reference this flow as a background step in your approval process—for example, to notify a manager when a quote needs approval, or to notify a field rep when their quote locks or unlocks.
  • Configure Quote Approval Decision Outcomes
    Define what happens after a manager approves or rejects an unlock request. Approving the request unlocks the quote and returns its status to Draft, so your field reps can edit and resubmit. Rejecting the request changes the status to Rejected and keeps the quote locked. Either way, the flow notifies the field rep of the outcome.
 
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