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            Create an Approval Process for Applications

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            Create an Approval Process for Applications

            Create an approval process to automate the review of licenses, permits, and other applications in Public Sector (formerly Public Sector Solutions).

            Required Editions

            View supported product editions.
            User Permissions Needed
            To create approval processes: Customize Application
            To access the Business License Application and Individual Application objects: Public Sector Access

            For new applications, create an approval process that assigns an application to your reviewer queue. The approval process also includes the steps required to approve or reject the application, and the actions to be taken when an application is approved or rejected.

            Note
            Note The Omniscript business license application template that Public Sector provides, automatically creates a business license application record when a constituent submits an application on an Experience Cloud site. If you're not using the Omniscript business license application template that comes with Public Sector, build an Omniscript that uses an Omnistudio Data Mapper to create a business license application or an individual application record when the application is submitted. For more information, see Create and Update Data from Omniscripts.

            You can create approval processes for any type of application review.

            Before you begin:

            If your Public Sector org was created before the Spring ’24 release and you’re creating an approval process for any of these objects, add the Approval History related list to the object’s page layout.

            • Benefit Assignment
            • Business License Application
            • Care Plan
            • Care Plan Template
            • Course Offering
            • Goal Assignment
            • Individual Application
            • Inspection Assessment Indicator
            • Omni Assessment Task
            • Person Examination
            • Preliminary Application Reference
            • Public Complaint
            • Regulatory Authorization Type Product
            • Regulatory Code
            • Regulatory Code Violation
            • Violation Enforcement Action

            Here's how to create a basic approval process for a business license application for a beauty salon. For more information, see Approval Processes.

            1. From Setup, in the Quick Find box, enter Approval, and then select Approval Processes.
            2. In Manage Approval Processes For, select Business License Application.
            3. Click Create New Approval Process, and then select Use Jump Start Wizard.
            4. Enter a name for the approval process, and then press Tab to automatically populate the unique API name.

              For example, enter Salon Establishment License Approval Process.

            5. In Specify Entry Criteria, select criteria are met. Then, specify the criteria.
              1. In Field, select Business License Application: Record Type.
              2. Select equals as the operator.
              3. Select a record type as the value.

                For example, select Salon Establishment License.

            6. In Select Approver, select Automatically assign to queue. Then, select your reviewer queue.
            7. Save your changes.
            8. Click View Approval Process Detail Page.
            9. Define the approval steps.
              For example, add a step for completing an onsite inspection.
              1. On the Approval Steps related list, click New Approval Step.
              2. Enter a name and then press Tab to automatically populate the unique API name.

                For example, enter Inspection.

              3. In Step Number, specify where the step goes in the sequence of steps.

                For example, enter 2.

              4. Click Next.
              5. Select All records should enter this step, and then click Next.
              6. In Select Approver, select Automatically assign to queue, and then select the queue.

                For example, select Application Reviewers.

              7. Select Perform all rejection actions for this step AND all final rejection actions. (Final Rejection).
              8. Save your work, and return to the approval process detail page to review what you created.
            10. Define the final approval actions.
              For example, update the business license application to the Approved status.
              1. On the Final Approval Actions related list, click Add Existing.
              2. In Choose Action Type, select Field Update.
              3. Add Field Update: Reset Returned Field to the Selected Actions list.
              4. Save your changes.
              5. On the Final Approval Actions related list, click Add New, and then select Field Update.
              6. In Name, enter Application Approved, and then press Tab to automatically populate the unique API name.
              7. In Field to Update, select Application Status.
              8. In Picklist Options, click A specific value, and then select Approved.
              9. Save your changes.
            11. Define the final rejection actions.
              For example, update the business license application record to indicate that it was returned to the applicant.
              1. On the Final Rejection Actions related list, click Add New, and then select Field Update.
              2. In Name, enter Set Returned Field, and then press Tab to automatically populate the unique API name.
              3. In Field to Update, select Returned to Applicant.
              4. In Checkbox Options, select True.
              5. Save your changes.
                The constituent can address the issue that caused the rejection of the application, and reapply. Create an initial submission action to clear the Returned to Applicant field so that the resubmitted application can be reviewed.
            12. On the Initial Submission Actions related list, click Add New, and then select Field Update.
            13. In Name, enter Reset Returned Field, and then press Tab to automatically populate the unique API name.
            14. In Field to Update, select Returned to Applicant.
            15. In Checkbox Options, select False.
            16. Save your changes.
            17. Create additional steps to suit your business needs, and then activate the approval process.

            See Also

             
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