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Prepare Your Org

Introduction

Sales reps’ daily lives are full of yeses and nos. And not just from potential clients. There are some things that simply require in-house, managerial approval—such as discount requests, which we tackle in this project. As an admin, you can make the whole thumbs-up/thumbs-down situation easier for all involved by setting up an approval process.

An approval process is an automated process implemented to approve records in Salesforce. It specifies the steps necessary for approval, and allows a step to apply to all records or just records that have certain attributes. An automated process also specifies who does the approving at each step, and the actions to take when a record is approved, rejected, or recalled.

For this project, you create an automated approval process for AW Computing’s new VP of North American Sales, Allison Wheeler. She’s requested an automated system for processing discount requests from her reps using these parameters:

  • If a discount is requested for 15% or less, it’s automatically approved.
  • If a discount is requested for more than 15%, it must be approved by a manager in the sales department—for U.S. reps, that's Courtney Brown.
  • If a discount is requested for more than 40%, it must also be approved by Allison.

Before you set up this approval process for Allison, a bit of prep is required to ensure your org has everything in place to let you meet her specifications. So pop on your Awesome Admin hat, and let’s get rolling.

Add a New User

Prior to setting up process automation, first set up Allison Wheeler with a user record so you can assign tasks to her later.

  1. From Setup, enter Users in the Quick Find box, then select Users. Arrow pointing to the Quick Find textbox in Setup
  2. Click New User. Complete the new user record with these details:
    Field
    Value
    First Name
    Allison
    Last Name
    Wheeler
    Alias
    (this field auto-populates)
    Email
    (fill in your own email address)
    Username
    Your email auto-populates to this field. Replace it with a new one using this formula:
    user’s first initial + user’s last name @ your initials + your favorite color + today's date (MMDDYY).com.

    For example: awheeler@APblue052419.com
    Nickname
    awheel
    Title
    Vice President North American Sales
    Company
    AW Computing
    Department
    Sales
    User License
    Salesforce Platform
    Role
    VP, North American Sales
  3. Uncheck Generate new password and notify user immediately.
  4. Click Save.

Create a Role

One of the first projects Allison takes on is some restructuring of AW Computing’s sales department. She’s adding a sales manager who will serve as the official discount approver. Add that role to the hierarchy, reporting to her.

  1. From Setup, enter Roles in the Quick Find box, then click Roles.
  2. Click Set Up Roles.
  3. Click Expand All.
  4. Below VP, North American Sales, click Add Role, and then complete the new role details:
    Field
    Value
    Label
    Manager
    Role Name
    [this field auto-completes]
    Role Name as displayed on reports
    Manager
  5. Click Save.

Allison has hired Courtney Brown to fill the manager role. Add Courtney as a user, with the newly created role of manager, so you can assign tasks to her later.

  1. From Setup, enter Users in the Quick Find box, then select Users.
  2. Click New User. Complete the new user record with these details:
    Field
    Value
    First Name
    Courtney
    Last Name
    Brown
    Alias
    [this field auto-populates]
    Email
    [fill in your own email address]
    Username
    Your email auto-populates to this field. Replace it with a new one using this formula:
    user’s first initial + user’s last name @ your initials + your favorite color + today's date (MMDDYY).com.

    For example: cbrown@APblue052419.com
    Nickname
    cbrow
    Title
    Manager
    Company
    AW Computing
    Department
    Sales
    User License
    Salesforce Platform
    Role
    Manager
  3. Uncheck Generate new password and notify user immediately.
  4. Click Save.

You’ll be reporting to Courtney, so make her your manager.

  1. From Setup, enter User in the Quick Find box, then select Users.
  2. Click Edit next to your name.
  3. Under Approver Settings, click Lookup Iconnext to the Manager field and search for Courtney Brown, then click on her name.
  4. Click Save.

Add Custom Fields

Before you create an approval process, you first add a few custom fields to your org. Custom fields let your sales team capture unique business information, such as the Discount Percentage and Approval Status fields you add in this step. You can add custom fields for each of the tabs and objects your organization uses, with a limit of 800 fields.

Note

Note

A custom field name and label must be unique for that object to avoid merge and display issues. For example, if you create a field label called Email and a standard field labeled Email already exists, the merge field may be unable to distinguish between them. Adding a character or a qualifier to the custom field name makes it unique. For example, Email2 or Email Leads.

First, create the Discount Percentage field:

  1. From Setup, click the Object Manager tab.
  2. Click Opportunity, then click Fields & Relationships.
  3. At the top of the Fields & Relationships section, click New.
  4. Select the Number radio button, and click Next.
  5. Complete the new field details:
    Field Value
    Field Label
    Discount Percentage
    Length 2
    Decimal Places 2
    Field Name
    [this field auto-autopopulates]
  6. Click Next, then complete Step 3.
    • In the Read-Only column header, select the checkbox.
    • In the Read-Only column, deselect the Standard User and System Administrator checkboxes.
  7. Click Next, then click Save & New.

While still in the Fields & Relationships page for Opportunity, create an Approval Status field:

  1. Select the Picklist radio button, and click Next.
  2. Complete the new field details in Step 2:
    Field Value
    Field Label
    Approval Status
    Values
    Select: Enter values, with each value separated by a new line.
  3. In the text box enter these values, separated by a new line:
    • Pending
    • Approved
    • Not Approved
  4. Ensure Restricted picklist to the values defined in the value set is selected.
  5. Click Next, then set the field-level security:
    • In the Read-Only column header, select the checkbox.
    • In the Read-Only column, deselect the Standard User and System Administrator checkboxes.
  6. Click Next, then click Save.

Create a Folder and Email Templates

Next, you set up two email templates—one to use when alerting requestors that a discount is approved, and one to use when alerting requestors that a discount is rejected. But first, create a folder to house your new templates.

  1. From Setup, enter Classic Email Templates in the Quick Find box, then select Classic Email Templates.
  2. Click Create New Folder.
  3. Fill in the folder information:
    Field Value
    Email Template Folder Label
    Discount Request Responses
    Folder Unique Name
    (this field auto-populates)
    Public Folder access
    Read/Write
  4. Select the This folder is accessible by all users radio button.
  5. Click Save.

Now create the necessary templates. First, set up a Discount Approved email template.

  1. From Setup, enter Classic Email Templates in the Quick Find box, then select Classic Email Templates.
  2. Click New Template.
  3. Select the Text radio button, then click Next.
  4. Fill in these details:
    Field Value
    Select Field Type
    Opportunity Fields
    Select Field
    Owner Full Name
    Copy Merge Field Value
    This field auto-populates. It’s copied and pasted into the email body.
    Folder Discount Request Responses
    Available for Use
    Select
    Email Template Name
    Discount Approved
    Template Unique Name (This field auto-populates)
    Encoding
    General US & Western Europe (ISO-8859, ISO-LATIN-1)
    Description Used to alert requestors that a discount has been approved
    Subject Your Discount Request Was Approved
    Email Body Dear {!Opportunity.OwnerFullName},

    Good news! Your recent discount request has been approved. Please log in to your org for details.

    Best,
    Allison Wheeler
    VP, North American Sales
  5. Click Save. Copy Merge Field Screenshot Edit Template Information dialog

Next, set up a Discount Rejected email template.

  1. Navigate back to the initial Classic Email Templates page, then click New Template.
  2. Select the Text radio button, then click Next.
  3. Fill in these details:
    Field Value
    Select Field Type
    Opportunity Fields
    Select Field
    Owner Full Name
    Copy Merge Field Value
    This field auto-populates. It’s copied and pasted into the email body.
    Folder
    Discount Request Responses
    Available for Use
    Select
    Email Template Name
    Discount Rejected
    Template Unique Name
    (This field auto-populates)
    Encoding
    General US & Western Europe (ISO-8859, ISO-LATIN-1)
    Description
    Used to alert requestors that a discount has been rejected
    Subject
    Your Discount Request Was Rejected
    Email Body
    Dear {!Opportunity.OwnerFullName},

    Unfortunately, your recent discount request has been rejected. Please log in to your org for details.

    Best,
    Allison Wheeler
    VP, North American Sales
  4. Click Save.

Now that you’ve got the prep work done, you’re ready to create an approval process.