Approval Request Routing in Salesforce determines how approval requests are directed to the appropriate approvers within an organization's workflow. This feature is essential for automating business processes that require managerial or departmental sign-off before records can proceed to the next st…Approval Request Routing in Salesforce determines how approval requests are directed to the appropriate approvers within an organization's workflow. This feature is essential for automating business processes that require managerial or departmental sign-off before records can proceed to the next stage.
When configuring approval processes, administrators have several routing options available. The first option is Automatically Assigned Approver, where the system routes requests based on a user field on the submitted record, such as the Manager field on the record owner's user profile. This creates a dynamic routing mechanism that adapts to organizational hierarchies.
The second option involves specifying approvers through a Related User Field. This allows routing based on user lookup fields present on the record being submitted, providing flexibility when approval authority differs from standard reporting structures.
Administrators can also configure Queue-based routing, where requests are sent to a group of users. Any queue member can claim and act upon the request, which is useful for distributed approval scenarios where multiple people share approval responsibilities.
Another approach is using a Hierarchy Field to route approvals up the management chain. This ensures requests follow established organizational structures and can require multiple levels of approval based on record criteria.
Approval routing can incorporate multiple steps, each with different approvers and criteria. Administrators can set conditions determining when specific steps apply, enabling complex approval scenarios. For instance, deals above certain values might require executive approval while smaller deals need only manager approval.
The routing configuration also supports unanimous or first-response approval behaviors, determining whether all assigned approvers must approve or if one approval suffices. Rejection routing can return records to previous steps or end the process entirely.
Effective approval routing reduces bottlenecks, ensures compliance with business policies, and maintains audit trails of all approval actions taken throughout the process lifecycle.
Approval Request Routing: A Complete Guide for Salesforce Administrators
Why Approval Request Routing is Important
Approval Request Routing is a critical component of business process automation in Salesforce. It ensures that records requiring approval are sent to the appropriate people in the correct sequence, maintaining compliance, accountability, and operational efficiency. Organizations rely on proper routing to enforce business rules, prevent unauthorized changes, and create audit trails for sensitive transactions like discounts, expenses, or contract modifications.
What is Approval Request Routing?
Approval Request Routing determines who receives approval requests and in what order. When a record is submitted for approval, Salesforce uses predefined routing logic to identify the appropriate approver(s). This routing can be configured in multiple ways to accommodate various organizational hierarchies and business requirements.
Types of Approver Selection
1. Manager Hierarchy Routes the request to the submitter's manager as defined in the user record's Manager field. This follows the organizational chart upward.
2. Role Hierarchy Routes based on the user's position in the Salesforce role hierarchy, moving approval requests to users in higher roles.
3. Queue Sends the approval request to a queue, where any queue member can claim and act on it. Useful for team-based approvals.
4. Specific User Routes to a designated individual, regardless of hierarchy. Ideal for specialized approvals requiring specific expertise.
5. Related User Field Uses a user lookup field on the record being approved (such as Account Owner or Custom Manager field) to determine the approver.
How Approval Request Routing Works
Step 1: Entry Criteria Evaluation When a record is submitted, Salesforce checks if it meets the approval process entry criteria.
Step 2: Initial Submission Actions Field updates, email alerts, and other actions execute upon submission.
Step 3: Approver Determination Based on the configured routing method, Salesforce identifies the first-step approver(s).
Step 4: Sequential or Parallel Processing Approvers can be configured to receive requests: - Unanimously: All approvers must approve for the step to pass - First Response: The first approver's decision determines the outcome
Step 5: Multi-Step Progression If additional steps exist, the process continues to subsequent approvers based on each step's routing configuration.
Key Configuration Considerations
- Delegated Approvers: Users can delegate approval authority to others during absences - Skip Steps: Steps can be skipped if the designated approver has already approved or is the submitter - Record Editability: Administrators control whether records can be edited during approval - Rejection Behavior: Configure whether rejections return to previous steps or terminate the process
Exam Tips: Answering Questions on Approval Request Routing
Tip 1: Know Your Approver Types Memorize the five approver selection methods and when each is most appropriate. Questions often present scenarios asking which method fits best.
Tip 2: Understand Hierarchy Requirements Manager hierarchy requires the Manager field to be populated on user records. Role hierarchy uses the standard Salesforce role structure. Know the prerequisites for each.
Tip 3: Queue Behavior Remember that queues allow any member to approve, and the request remains pending until someone acts. This is different from requiring all members to approve.
Tip 4: Related User Fields When a question mentions approving based on a field on the record (like Region Manager or Project Sponsor), the answer likely involves using a related user field for routing.
Tip 5: Unanimous vs First Response Pay attention to keywords: if all approvers must agree, it's unanimous. If any single approver can decide, it's first response.
Tip 6: Delegated Approver Scope Delegated approvers are configured at the user level, not the approval process level. Users set their own delegates in personal settings.
Tip 7: Read Scenarios Carefully Exam questions often include specific business requirements. Match the routing type to the organizational structure described in the scenario.
Tip 8: Remember Limitations A single approval step can have up to 25 approvers. Approval processes are object-specific and cannot span multiple objects.
Common Exam Scenarios
- A company wants expenses approved by the submitter's direct supervisor → Manager Hierarchy - Any member of the support team should be able to approve refund requests → Queue - Contracts must be approved by the assigned Legal Counsel on each account → Related User Field - The CFO must personally approve all transactions over $100,000 → Specific User - Approvals should follow the company's established reporting structure in Salesforce → Role Hierarchy