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Before creating an approval process for Employee Absence requests we need to create a new queue. This queue will allow different people to approve the requests according to your business processes.

 

Creating a Queue for Request Approval

  • Go to the Setup menu -> Manage Users -> Queues -> click New
  • Label: Requests Queue
  • Queue Name: Requests_Queue (this field is auto populated)
  • Supported Objects: Add Request object from ‘Available Objects’ to ‘Selected Objects’
  • Queue Members: Add chosen users or group from ‘Available Members’ to ‘Selected Members’. These users will have the permissions to approve employee absence requests.
  • Click Save

 

Creating the Approval Process

Now that we have created a Queue, other appointed personnel besides the manager can approve the request. We will create the approval process and combine the queue inside.

  • Go to the Setup menu -> Create -> Workflow & Approvals -> Approval Processes
  • Under Manage Approval Processes choose Request
  • Create New Approval Processes -> Use Standard Setup Wizard
    • Step 1:
      • Process Name: Request Approval Process
      •  Unique Name: Request_Approval_Process (this field is auto populated)
      •  Click Next
    • Step 2:
      • Use this approval process if the following: Criteria are met
      • Field – Request: Approved ; Operator – equals ; Value – False
      • Field – Request: Rejected ; Operator – equals ; Value – False
      • Click Next
    • Step 3:
      • Next Automated Approver Determined By: Manager
      • Select “Use Approver Field of Request Owner”
      • Record Editability Properties: Administrators ONLY can edit records during the approval process
      • Click Next
    • Step 4:
      • Leave as is -> Click Next
    • Step 5:
      • Add the following fields to ‘Selected Fields’ column: Resource, Start, Finish, Absence Type, Description
      • Select “Display approval history information in addition to the fields selected above”
      • Select “Allow approvers to access the approval page only from within the salesforce.com application. (Recommended)”
      • Click Next
    • Step 6:
      • Leave as is -> Click Save
      • Select “No, I’ll do this later, take me to the approval detail page to review what I’ve just created” -> Click Go!

 

Create the first Approval Step (for Managers)

After configuring the Approval Process, we need to configure who needs to approve the request. The first approver will be the Manager and if there is no manager available then the queue members will get the requests.

  • Under Approval Steps -> New Approval Step
    • Step 1:
      • Name: Manager Approver Step
      • Unique Name: Manager_Approver_Step (this field is auto populated)
      • Step number: 1
      • Click Next
    • Step 2:
      • Enter this step if the following: Criteria are met, else approve record
      • Field – Current User: Manager ; Operator – not equal to ; Value – Null (leave blank)
      • Field – Request: Approved ; Operator – equals ; Value – False
      • Field – Request: Rejected ; Operator – equals ; Value – False
      • Click Next
    • Step 3:
      • Select “Automatically assign using the user field selected earlier. (Manager)”
      • Click Save
      • Select “No, I’ll do this later, take me to the approval process detail page to review what I’ve just created” -> Click Go!

 

Create the second Approval Step (for the Queue, when manager is not selected)

  • Under Approval Steps -> New Approval Step
    • Step 1:
      • Name: Queue Approver Step
      • Unique Name: Queue_Approver_Step (this field is auto populated)
    • Step 2:
      • Click Next
    • Step 3:
      • Enter this step if the following: Criteria are met
      • Field – Current User: Manager ; Operator – equals ; Value – Null (leave blank)
      • Click Next
    • Step 4:
      • Select “Automatically assign to queue”
      • Press the lookup button and add the Queue you created earlier “Requests_Queue
      • Click Save
      • Select “No, I’ll do this later, take me to the approval process detail page to review what I’ve just created” -> Click Go!

 

Combine the Approval steps to work together

  • Under Approval Steps -> Edit the first step “Manager Approver Step”
    • Step 1:
      • Click Next
    • Step 2:
      • Enter this step if the following: Criteria are met, else go to next step
      • Click Save

 

Configure the ‘Approved’ and ‘Rejected’ fields

Now we need to configure what will happen once we approve or reject a request, in our case update the request to Approved or Rejected.

  • Under Final Approval Actions -> Add New -> Field Update
  • Name: Approve Request
  • Unique Name: Approve_Request (this field is auto populated)
  • Field to Update: Approved
  • Specify New Field Value -> Checkbox Options: True
  • Click Save
  • Under Final Rejection Actions -> Add New -> Field Update
  • Name: Reject Request
  • Unique Name: Reject_Request (this field is auto populated)
  • Field to Update: Rejected
  • Specify New Field Value -> Checkbox Options: True
  • Click Save

Press Activate at the top of the Approval Process to activate the process.