Lay the Groundwork for an Approval Process

The next item on Ling Wu’s list is creating a system to approve positions before posting them. She wants the recruiter’s manager and two other people to approve all positions. She would like an additional approver to sign off on senior-level positions. And she wants these approvers tracked on each position record. 

You set up the approval process in the next step. First, you have some prep work to take care of.

Create a Folder and Email Templates

Start by creating a couple of email templates and a folder to house them.

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:
   

• Email Template Folder Label: Position Request Responses
• Public Folder access: Read/Write
  

4. Ensure This folder is accessible by all users is selected.
   
5. Click Save.
   

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

1. Click New Template.
   
2. Ensure Text is selected, then click Next and fill in the details.
   
   • Folder: Position Request Responses
     
   • Available for Use: Select
     
   • Email Template Name: Position Approved
   • Subject: Your position request was approved
   • Email Body: Dear {!Position__c.OwnerFirstName}, Good news! Your recent position request has been approved. Please log in to your org for details.
     
3. Click Save.
   

Next, set up a Position Rejected email template.

1. Navigate back to the initial Classic Email Templates page, then click New Template.
   
2. Ensure Text is selected, then click Next and fill in the details.
   
   • Folder: Position Request Responses
     
   • Available for Use: Select
     
   • Email Template Name: Position Rejected
   • Subject: Your position request was rejected
   • Email Body: Dear {!Position__c.OwnerFirstName}, Unfortunately, your recent position request has been rejected. Please log in to your org for details.
     
3. Click Save.
   

Create Fields

Now build a few fields on the Position object to use in the approval process.

1. From Setup, click Object Manager and select Position.
   
2. Click Fields & Relationships, then click New.
   
3. Choose Lookup Relationship as the Data Type, and click Next.
   
4. Select User from the Related To picklist and click Next.
   
5. Enter Approver 1 as the Field Label.
   
6. Click Next, then Next.
   
7. ​​On the Add to Dynamic Forms-enabled record pages screen, ensure that the Add Field checkbox is selected for the Technical Position Page.
   This step automatically adds the new field to the page you created in a previous project.
   
8. Click Next, then Save & New.
   
9. Repeat steps 3 through 8 using Approver 2 as the Field Label.
   
10. Repeat steps 3 through 7 using Approver 3 as the Field Label.
    
11. Click Next, then click Save.
    

Edit the Technical Position Page.

1. While still viewing Position in Object Manager, click Lightning Record Pages.
   
2. Click Technical Position Page, then click Edit.
   
3. Create a new section by clicking the Fields tab, then dragging a Field Section from the palette to below the Experience & Education section.
   
4. In the property panel for the new field section, enter Approvers as the Label.
   
5. Select 1 Column for the layout.
   
6. Drag the Approver 1, Approver 2, and Approver 3 fields from the Information section to the Approvers section.
   
7. Click Save.
   

With the prep work finished, you can get to work setting up the approval process for the recruiting team.