How to create an Approval Process for a Product Database?

How to create an Approval Process for a Product Database?

Introduction:

The Approval Process for the Product Database or Custom Object allows for a structured review and approval flow to ensure that only authorized and verified entries are added or modified. This guide explains how to implement and configure the approval process, including setting up approval levels and reviewing approval statuses.


Enabling the Approval Process: To begin, the approval process must first be enabled for the specific custom object or product database. Follow these steps to enable the approval process:

  1. Navigate to Setup > User Management > Companies.

  2. Click on the company and go to the Setting tab.

  3. Locate the "Enable Approval Process" option and check the checkbox to activate the approval process.

Once enabled, the system will allow users to define the steps for approval and assign the appropriate reviewers.


Defining Approval Levels:

Approval steps can be customized according to the business's needs. To set up approval levels:

  1. Access the “Set Approval Levels” option via Setup > User Groups.

  2. Assign users to each level of approval by selecting them from the available list:

    1. Approval Level 1: Assign the first approver, who will be responsible for the initial review.

    2. Approval Level 2: Assign the second approver, who will complete the final approval process.

  3. Once the approval levels are set, any record created will automatically follow the defined approval workflow.


Submitting a Record for Approval:

After a new record is created in the product database or custom object, it enters the approval workflow. The steps are as follows:

  • The record is submitted, and it will be added under the Approval Pending folder.

  • The record moves into the Approval Level 1 folder, where the first approver is notified.

  • The first approver can then review and either approve or reject the record.

Approval Level 1 Process:

Once the record is in Approval Level 1:

  1. The approver will access the record in the pending folder (#approval/database-records).
  2. If the record is approved, it moves to the next step, Approval Level 2.
  3. If the record is rejected, it will remain in the system with a Rejected status, and the reason for rejection will be visible to the user who created the record.



Approval Level 2 Process:

The records that pass Approval Level 1, will be moved to the Approval Level 2 folder:

  1. The Level 2 approver is notified and can review the record.
  2. If the record is approved at Level 2, it is marked as Approved and can now be fully integrated into the product database or custom object.
  3. If the record is rejected at this level, the rejection details, including the rejection reason, will be visible to the relevant users, ensuring full transparency.


Monitoring Approval Status:

At any point in the approval process, users can track the status of their submissions:

  • The Pending Approval status will be visible, indicating the level of approval the record is currently at.

  • The system also provides details of whether a record has been approved or rejected at each level.


This ensures that users can easily monitor where their records are in the approval chain and take any necessary actions based on the outcome.

Conclusion:
The implementation of an approval process for the product database or custom object adds a layer of control and accountability. By enabling the process, defining approval levels, and monitoring statuses, users can ensure that only approved records are added to the system, improving data quality and compliance.

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