Approval Process Troubleshooting Superbadge Unit

Prework and Notes

Sign Up for a Developer Edition Org with Special Configuration

To complete this superbadge unit, you need a special Developer Edition org that contains special configuration and sample data. Note that this Developer Edition org is designed to work with the challenges in this superbadge unit.

1. Sign up for a free Developer Edition org with special configuration.

2. Fill out the form. For Email address, enter an active email address.

3. After you fill out the form, click Sign me up.

4. When you receive the activation email (this might take a few minutes), open it and click Verify Account.

5. Complete your registration by setting your password and challenge question. Tip: Save your username, password, and login URL in a secure place—such as a password manager—for easy access later.

6. You are logged in to your superbadge Developer Edition org.

Now, connect your new Developer Edition org to Trailhead.

1. Make sure you’re logged in to your Trailhead account.

2. In the Challenge section at the bottom of this page, select Connect Org from the picklist.

3. On the login screen, enter the username and password for the Developer Edition org you just set up.

4. On the Allow Access? page, click Allow.

5. On the Want to connect this org for hands-on challenges? page, click Yes! Save it. You are redirected back to the Challenge page and ready to use your new Developer Edition org to earn this superbadge unit.

6. Now that you have a Salesforce org with special configuration for this superbadge unit, you’re good to go.

Note

Before you begin the challenges, please review Approval Process Specialist Superbadge: Trailhead Challenge Help. Keep in mind that this assessment is focused on troubleshooting. As in real life scenarios, finding the issue causing trouble can be challenging. Make sure you review the requirements carefully and analyze relevant custom object configuration, profiles and security settings, and approval process configuration.

Make sure you’re using a new Developer Edition org from this sign up link to complete the challenges in this superbadge unit. If you use an org that has been used for other work, you won’t pass the challenges in this superbadge unit.

This superbadge unit is part of the Approval Process Specialist Superbadge. Complete the capstone assessment and related superbadge units to receive the Approval Process Specialist Superbadge.

Review Superbadge Challenge Help for information about the Salesforce Certification Program and Superbadge Code of Conduct.

Use Case

The Cloud Kicks (CK) R&D team has a new focus on innovations in sustainable apparel. As the Salesforce admin for CK, you often help new team members with Salesforce problem-solving. A new manager, Jose Figueroa, is trying to help his team complete open sustainable apparel research proposals before their due date. Your job is to help Jose and the R&D team resolve issues with open research proposals to help them develop innovations faster.

Business Requirements

María Concepción Morales is one of CK’s strongest research pros. She has a robust research pipeline and several research proposals ready to close. While she’s out of the office on holiday, her manager, Jose, wants to support María’s proposals by submitting them for approval. The Research Proposal object is the central place for creating and submitting new proposals.

Jose, whose role is Research Manager, is trying to submit María’s research proposal, Sole Society: Greener Kicks, on her behalf. María, whose role is Research Team, has never had a problem submitting proposals. Jose came to you because he’s unable to submit María’s proposals for approval. Review the approval process named Research Proposals Ready for Review and adjust the process so that Jose and other research managers can submit proposals. Test your adjustments by logging in as Jose and reviewing María’s proposal named Sole Society: Greener Kicks.

When you log in as Jose to test your adjustments, you notice that the Submit for Approval button is not visible to Jose. María must have been able to see the button—she was able to submit prior proposals for approval. You know right where to go to quickly fix this issue for Jose and anyone else with the Research Manager role.

When you log in as Jose and go to submit the Sole Society: Greener Kicks record, you see and try to select the Submit for Approval button but get an error that says, “No applicable approval process was found.” You review the Research Proposals Ready for Review approval process to identify and correct the reason the proposal records look different to you when you’re logged in as Jose. Finally, you advise Jose on how he should review and update the record to fix the last remaining issue. Logged in as Jose, you adjust the record and successfully submit the proposal for approval.

This hard work is definitely paying off. When María returns to the office, she’s thrilled to see that her proposal is approved. Even more exciting: Her innovations have earned her a promotion to Research Manager, which will take effect in just a few months. In the interim, Jose wants María to be able to approve proposals on his behalf. Jose is happy to get a bit of a break from proposal review and María is excited to review proposals for the team.

There’s only one catch: María isn’t able to approve records and isn’t receiving email notifications as Jose’s delegated approver. After a quick review, you identify two issues. The first issue is with the approval process itself, and the second reason has to do with User record setup. Address this issue so that María is able to approve proposals and will receive notifications as a delegated approver.

Your fix for the missing approval email notifications is a good one but isn’t retroactive for the approvals already submitted. Some research proposals were already submitted prior to your configuration updates. María, as a delegated approver, does not see the pending approval items in her Items to approve list on the Home page. To solve this issue going forward—and reduce reliance on emails—you decide to create a list view on the Research Proposal object for records in the approval process. Your plan is to configure the following.

• Create a field on Research Proposal called In Review (In_Review); this field should be Read Only for all user profiles.
• When a user submits a record for approval, an action called Set In Review to True (Set_In_Review_to_True) sets this field True. Finally, this field should be set to False once the review is complete. Name this action Set In Review to False (Set_In_Review_to_False).
• Create a list view on Research Proposal called Proposals In Review (Proposals_In_Review) that displays only the records currently in the approval process; make sure that all users can see all proposals in review by using this list view.

Your hard work is really paying off and approvals are running smoothly. To avoid future approval challenges, you recommend adding a group of reviewers. Create a queue with the label Research Proposal Approvers (with API name Research_Proposal_Approvers). Add the Research Manager role to be in the queue. Make sure new proposal submissions are sent to the new queue and you for approval.

You follow up with Jose and María a few days later to see if all the updates are working well. Both reply that they are able to submit, review, and approve new proposals with no issues. You give yourself a pat on the back as you head into your next awesome-admin challenge.