Step-by-Step Guide to Flow Approval Process in Salesforce : asagarwal
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When Salesforce Flow was introduced, it gradually replaced Workflow Rules and Process Builder. However, approval processes remained untouched — stuck in the classic model.
That changes with Spring ’25! With this release, Salesforce has introduced a long-awaited feature — Flow Approval Process!
In this step-by-step guide, I’ll show you how to configure, set up, and test a Flow-based approval process from scratch. You’ll learn what’s new, how it works, and how to build your own approval process in under 60 minutes using our comprehensive guide.
If you’re new to the concept, an approval process in Salesforce is an automated workflow that routes records to designated users for review and sign-off based on specific criteria. It helps enforce business rules, maintain data accuracy, and ensure proper authorization before key actions are taken.
With Flow Approval Process, you can now create modern, flexible, and automated approval workflows directly in Flow Builder—bringing approvals into the heart of Salesforce’s automation ecosystem.
Classic Vs. Flow Approval Process
One of the major differences between the classic and Flow-based approval processes is how records are submitted for approval. In the classic approval process, the record must always be submitted for approval.
With the Flow Approval Process, Salesforce introduces a more flexible approach by supporting two types of approval orchestrations.
Flow Approval Process Types
Flow Approval Process introduces two types of orchestrations, giving you the flexibility to choose how approvals are triggered in your org:
- Record-Triggered Approval Orchestration: Automatically submit records for approval when they’re created or updated, based on defined conditions.
- Autolaunched Approval Orchestration (No Trigger): Submit records for approval using:
- Custom Apex Classes
- Custom Buttons or Links
- REST API
No “Recall” Actions
However, there are a couple of limitations in the new Flow Approval Process when compared to the classic version. For example, in the classic approval process, you could define a recall action—meaning, when a user recalled a record from approval, specific actions (like updating the approval status) could be triggered automatically. This functionality is currently not available in the Flow Approval Process. You can still recall a record, but no additional actions can be configured to run when that happens.
No “Approval History” Related List
Another notable difference is in how approval history is displayed. In the classic approval process, the approval history was visible directly on the record page under the “Approvals History” related list. In contrast, Flow Approval Process captures it separately which is visible through a separate Approvals App, which may not feel as integrated or convenient for some users.
Other Differences
Despite these gaps, Flow Approval Process offers greater flexibility and potential for complex automation scenarios. For a detailed comparison of the capabilities and limitations between the two approaches, refer to this official Salesforce article:
Considerations When Migrating from Legacy Approval Processes
Key Building Blocks of Flow Approval Process
Building an approval process using Flow introduces a few new terms and components—but don’t worry, they’re easy to understand once you see how they fit together. Here are the key building blocks:
- Stages: Group a series of related steps. For example, Stage 1 could handle all Opportunities that require Sales Manager approval, while Stage 2 could handle Opportunities over $100,000, requiring Sales VP approval.
- Steps: Define the actions that occur within a stage. These could include updating fields, sending email notifications, or presenting a screen for the approver to make a decision.
- Decisions: Introduce branching logic based on conditions or field values. For instance, if the Opportunity Amount is greater than $100,000, route the opportunity to second approver, say, Sales VP.
Everything is built inside Flow Builder, so you’ll feel right at home if you’ve worked with Flows before.
Meet the New Approvals App
Salesforce has also introduced a new Approvals App that makes it easier to monitor and manage approval processes. As an admin or approver, you can now:
- View and recall pending approval requests
- Review approvals assigned to you
- Track approval process performance
- Drill down into approval runs, steps, and logs
It’s a powerful tool for visibility and governance—especially in larger orgs with multiple active approval workflows.
Does It Cost Anything?
Flow Orchestration in Salesforce has a usage-based entitlement model, but all orgs receive 600 orchestration runs per year at no cost. While the Flow Approval Process is built on top of Flow Orchestration, it is completely free to use — it does not consume orchestration runs or automation credits.
Business Use Case
To bring everything together, let’s look at the real-world scenario this guide is based on. The business requirement is:
- All opportunities must go through Sales Manager approval when they reach the “Proposal/Price Quote” stage.
- If the Opportunity Amount is greater than or equal to $100,000, a second approval from the Sales VP is also required.
This is a common use case in many organizations, and it’s a great starting point to learn Flow Approval Process.
What’s in the Step-by-Step Guide?
- Pre-Work – Set up required fields, users, and settings
- Create an Autolaunched Flow to Update Approval Status
- Create an Autolaunched Flow to Send Email
- Create a Screen Flow – For the approver to approve/reject with comments
- Create Flow Approval Process – Build the actual orchestration
- Add Work Guide Component to the Record Page – For user interaction
- Grant User Access to View Approval Submissions
- Test the Approval Process – End-to-end test for happy path
- Explore the New Approvals App – Monitor and manage submissions
- Test the Flow Approval Process – Reject – What happens when approval is denied
- Test the Flow Approval Process – Recall – How to take back a submission
- Test the Flow Approval Process – Reassign – Transfer approval to another user
Ready to Try It?
If you’ve ever felt limited by the classic approval process, this new Flow-based approach opens up a world of possibilities. From auto-triggering approvals to integrating with other Flows, the sky’s the limit.
So go ahead – follow the steps, and try it out in your dev or sandbox org.
References & Useful URLs
- Salesforce Help Article: Automate Your Approvals with Flow Approval Processes
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April 06, 2025 at 05:32AM
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