File Upload Approval Process Using Salesforce Flow : Bijay Kumar

August 06, 2025 August 06, 2025

File Upload Approval Process Using Salesforce Flow
by: Bijay Kumar
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### Summary of the Content This content describes a process for onboarding new employees by setting up a file upload approval system using Salesforce Flow. New hires need to upload essential documents like ID proofs and offer letters, but these documents should remain private until a manager reviews and approves them. Here's a simplified breakdown of the process: 1. **Screen Flow Creation**: Employees upload documents through a custom input screen in Salesforce. 2. **Approval Process**: Once uploaded, a manager receives a notification to approve or reject the document. 3. **Record Trigger Flow**: If approved, the document becomes visible to other users by linking it to the employee's record. ### Key Steps Involved: - Create a screen for file uploads. - Set the initial status of the uploaded files to "Pending." - Implement an approval workflow that routes the uploaded files to a designated manager for approval. - Once approved, use a record trigger to link the files to a user, making them visible. ### Conclusion This automated process ensures that sensitive documents are securely managed and only visible after proper approval, streamlining the onboarding process for new employees. ### Additional Context Salesforce Flow is a powerful tool that allows users to automate complex business processes without extensive coding knowledge. This document showcases how organizations can leverage Salesforce to enhance their onboarding procedures and improve data security. ### Relevant Hashtags for SEO #Salesforce #SalesforceFlow #DocumentApproval #EmployeeOnboarding #Automation #BusinessProcessAutomation #SalesforceTutorial #FileUploadProcess #HRTech #CloudComputing

We recently hired new employees, and as part of their onboarding process, they need to upload important documents, such as ID proofs, offer letters, and signed agreements, into Salesforce.

However, we don’t want these documents to be visible or officially stored until they have been reviewed and approved by a manager.

So, I created an automated process using Salesforce Flow. When an employee uploads a document, it goes to the manager for approval. If the manager approves it, then the document gets saved and linked to the employee’s record in Salesforce.

In this tutorial, we will learn about how to create a file upload approval process using Salesforce Flow. To automate the whole process, we will do the following things in Salesforce:

Screen Flow: User will upload a file/document.
Approval Process: Send file manager approval (Approve/Reject).
Record Trigger Flow: If the manager approves the file, then make it visible for other users.

File Upload Approval Process Using Salesforce Flow

Below, I will create a file upload approval process using Salesforce Flow. This will automate the file upload process and make it visible to other users once the manager approves it.

Screen Flow: Create File Upload Input Screen in Salesforce

First, we will create a screen flow that allows users to upload a file name and description, and then upload the file, which will be stored in the Upload File Request__c custom object.

Initially, the uploaded file will be private, and when the manager approves the file, it will be set as public and will be visible to other users.

Now, we will create a Screen Flow to develop the file upload screen. For that, click on the Setup. -> Home Page. -> In the Quick Find Box, Search for Flows. You will see an option under Process Automation. -> Click on Flows.

In the flows setup window, click on the button New Flow -> Start From Scratch -> select the Screen Flow -> Next.

Next, add the Screen Element to the flow canvas, and provide both a Label and the API Name. In this screen, we will take input from the user.

To add the field components to the screen, click the Component tab and add the fields you want with the File Upload component.

Create Screen Element to Upload File in Salesforce

Now, when the user uploads a file, we will get the Content Version ID from the uploaded file. But we also need a Content Document ID to store the file in the object.

For that, we need to retrieve the content document ID from the uploaded file. To achieve this, we need to add the Get Records element and enter a Label and API Name.

In the Object field, select Content Version. From this object, we will get the content document ID.

Next, add Filter Conditions to retrieve only the content version ID that the user will upload in the previous step from the screen.

ContentVersionID – In – Screen > Upload Files > Content Version IDs.

Get Content Version ID in Salesforce Documents

Next, add a Create Record element to create a record for the uploaded file. Provide the object in which you initially want to store the file.

Here, I have selected the File Upload Request object. After uploading the file, that record will get created in this object, and the file will be stored as private and not visible to any other user.

Then, in the Set Field Values for the object, we need to add a field from the File Upload Request object and map the values from the input screen element.

Initially, for the Status field, we will set it to ‘Pending‘. That means this file is not visible to other users yet.

However, for the File ID__c field, we need to set the content document ID, which can be obtained from Get Records > Content Document ID.

Upload File Using Screen Flow in Salesforce

Now we are ready to save the flow. To do this, click the Save button, provide a flow Label, and the API Name will be automatically populated.

After that, always debug the flow before activating it to ensure that the working flow is correct and that there are no runtime errors. Then activate the flow.

Approval Process: To Approve or Reject File Approval in Salesforce

After that, we will create the Approval Process, which will be used to approve or reject the file approval submitted by the user.

In the entry criteria, I have added that the File Status is Pending; then only that record can be submitted for approval.

Approval Process for Upload File Approval in Salesforce

Then, in the approval steps, we added manager approval (User-John Joy). If he approves the file, it will become visible to all users.

Approval Actions in Salesforce Approval Process

Record Trigger Flow: To Make File Visible After Approval in Salesforce

Once the manager approves the file approval request, we must link the file to the object or user to display it and make it visible to the user.

Because in Salesforce, files are visible only when linked to something (like a record or user) using a special object called Content Document Link.

To automate this process, we will create a Record Trigger Flow. Provide the details for the start element as follows:

Object: File Upload Request.
Configure Trigger: A record updated.
Entry Condition: Status – Equals – Approved.

Record Trigger Flow to Make File Public in Salesforce

First, we need to retrieve the content document links stored in the object to check if the approved file we plan to link to other records is already connected.

For that, add the get record element and add the object from which you want to retrieve records. Here, we want to retrieve from the Content Document Link object.

Get Content Document Link in Salesforce Flow

Now, to check the uploaded file already linked to another record, we add the Decision Element.

Now, to link the file to another record or user, we need to create the Content Document Link. To do this, add a Create Record Element and provide a Label and API Name.

After that, you need to specify with which object you want to link a record. Here, I provided the Content Document Link.

Link File Document with Record in Salesforce

After that, save and activate the flow. Also, you need to add the created screen flow to the record page.

Link Document with Record Using Salesforce Flow

Proof of Concept:

After adding the screen flow to the Salesforce home or record page, let’s upload a file by providing the file name and description.

As you click the Upload Files button, you can select any image or document that you want to upload.

File Upload Approval Process Using Salesforce Flow

After uploading a file, you will see the record has been created in the File Upload Request object. If you check the uploaded file in the Related tab on the Notes and Attachment section, you will not see an uploaded file over there.

Now, to add the file and link it with the record, we need to send it for manager approval. To find it, click the dropdown arrow; there, you will see the Submit For Approval button. Click the button to send the approval request.

Send Uploaded File Foe Approval in Salesforce

As you submit the file for manager approval, the assigned approver will get a notification that approval is pending.

Before approving the file, you can view the File Upload Request object where we added the file, but it’s not visible.

Salesforce Approval Process For File Upload

Now, as John Joy (approver) approves the file approval request again, we will check whether the file is visible or not.

Assign Approver to the Approval Process in Salesforce

This time, you can see that the file you uploaded is now visible for the linked record, along with the approval history.

Approve the File Upload Approval in Salesforce

In this way, we can create a file upload approval process using Salesforce Flow.

Conclusion

I hope you have got an idea about creating a file upload approval process using Salesforce Flow. To automate the process, we created a screen flow that allows users to upload files, initially making it invisible to other users.

After that, we created an approval process to send the uploaded file for approval. If the approver approves the file, then the Records Trigger flow will get executed.

The record trigger flow links the uploaded file to the record, making it visible to users.

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