Salesforce Admin – Approval Process Questions

Approval processes are essential for implementing governance and compliance workflows in Salesforce. These questions cover approval process components, approver assignment, cross-object field updates, differences from workflows, approver unavailability handling, Flow integration, rejection handling, limitations, testing strategies, external system integration, and approval history tracking. Understanding approval processes is crucial for maintaining proper data governance in Salesforce.

Approval Process - Q&A

  1. Q1. What is an Approval Process in Salesforce, and when would you use it?
    Ans: An Approval Process automates record approvals (e.g., Opportunities, Expenses) by defining steps, approvers, and actions (e.g., field updates, email alerts). It's used for governance, such as discount approvals, contract sign-offs, or compliance checks.
  2. Q2. What are the key components of an Approval Process?
    Ans: Key components include:
    - Entry Criteria: Conditions to trigger the process.
    - Approval Steps: Hierarchical/parallel approvers.
    - Actions: Field updates, notifications, or tasks.
    - Final Approval/Rejection Actions: Post-approval workflows.
  3. Q3. How do you assign approvers dynamically in an Approval Process?
    Ans: Use:
    - Hierarchy: Approver is the user's manager or role-based.
    - Queue: Assign to a queue (e.g., "Finance Team").
    - Public Group: Predefined group of users.
    - Apex (Advanced): Custom logic via `ProcessInstanceWorkitem`.
  4. Q4. Can you recall a time when you used cross-object field updates in an Approval Process?
    Ans: Yes! Example: When a "Contract" is approved, update the "Account" field "Contract Status" to "Active" using a field update action in the Approval Process.
  5. Q5. How do Approval Processes differ from Workflow Rules or Flows?
    Ans: Approval Processes require human intervention (approvers), while Workflows/Flows are fully automated. Approvals also support multi-step hierarchies and reassignment.
  6. Q6. What happens if an approver is unavailable (e.g., on leave)?
    Ans: Configure Delegated Approvers (Setup → Approval Processes → Delegation) or use "Escalation Rules" to reassign pending approvals after a timeout.
  7. Q7. Can Approval Processes be triggered from Lightning Flow?
    Ans: Yes! Use the "Submit for Approval" Flow action (available in Salesforce Flow) to initiate an Approval Process programmatically.
  8. Q8. How would you handle a rejected record in an Approval Process?
    Ans: Define Rejection Actions (e.g., notify submitter, revert field values) and optionally allow resubmission with changes (enable "Allow Submitter to Edit" in the process).
  9. Q9. What are the limitations of Approval Processes?
    Ans: Key limitations:
    - No conditional approval steps (all steps execute sequentially).
    - Cannot modify approval steps after activation (clone and edit instead).
    - No out-of-the-box SLA tracking (requires custom solutions).
  10. Q10. How do you test an Approval Process in a sandbox?
    Ans: Steps:
    1. Assign the Approval Process to a test user's profile.
    2. Create a test record meeting entry criteria.
    3. Submit for approval (via UI/Flow).
    4. Log in as the approver to approve/reject.
    5. Verify field updates/notifications.
  11. Q11. Can you integrate Approval Processes with external systems?
    Ans: Yes! Use Outbound Messages (in Approval Actions) or callouts via Apex Triggers to notify external systems (e.g., ERP) upon approval/rejection.
  12. Q12. How would you track approval history for auditing?
    Ans: Use the standard "Approval History" related list on records or query `ProcessInstance` and `ProcessInstanceStep` objects via SOQL.

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