0:02 have you ever set up an approval process
0:04 in Salesforce if you have you're
0:08 probably not a huge fan the old tool was
0:11 pretty bad and it has not been updated
0:14 for a very long time the administrators
0:17 have been asking for a revamp tool for
0:19 years now the product teams have
0:22 listened to our feedback and gave us a
0:26 brand new tool with spring 25 release
0:29 this tool is orchestration based it's
0:31 called the flow approval process
0:35 tool now I know you are going to ask
0:37 whether this tool is going to be free or
0:40 not because we know orchestrations are
0:45 free to use for up to 600 runs per year
0:48 they get deducted of your usage based
0:51 entitlements and after 600 runs you need
0:54 to buy additional runs from your account
0:58 executive these approvals are based on a
1:00 different type of orchestration
1:03 that don't get deducted of your usage
1:06 based entitlements which means they are
1:10 entirely free this product is ideal for
1:13 sophisticated multi-step approval
1:15 processes the way you set up
1:18 orchestration is a little bit
1:20 counterintuitive you first need to set
1:23 up your flows and you Stitch those flows
1:25 together using the orchestration
1:29 tool now salesource gave us a screen
1:31 flow template that you can use for your
1:34 approval step go ahead and start off
1:37 with that template build all the flows
1:39 necessary and then bring them together
1:43 using the orchestration tool let me give
1:44 you an
1:47 example what are approval processes
1:49 businesses can approve or decline
1:53 certain tickets and Records depending on
1:56 their business rule set like there are
1:58 certain scenarios where one department
2:01 will create a record and will send it to
2:03 another department or the executive team
2:06 for approval and then they can approve
2:09 or decline that record adding their
2:11 comments to the record as well as part
2:14 of this process a good example would be
2:17 if your business does onsite repairs for
2:20 equipment and assets uh certain
2:23 customers and certain clients would be
2:26 entitled to a free on-site repair and
2:28 certain others wouldn't and you know you
2:29 wouldn't want possibly your caller
2:32 Center agents to make that decision for
2:35 higher cost items you would bounce that
2:38 off to another team or the executive
2:41 team for that record or the ticket to be
2:44 approved so this can be on a case on a
2:48 custom object or it can also be on the
2:50 business or sales side for the
2:52 opportunities now in this use case what
2:55 I'm doing is I'm triggering an approval
2:58 process whenever somebody creates an
3:00 opportunity that's bigger than $10
3:03 million right maybe this is a
3:05 multinational and publicly traded
3:08 company and they want to keep their
3:12 pipelines very accurate and tight and if
3:16 one of the sales agents enters a big
3:19 whale a big opportunity that could
3:21 corrupt their reports right you know
3:22 they want to make sure that the
3:26 executive team uh or the next in line
3:27 should approve that
3:30 opportunity now I have set up this
3:33 process here I have a large opportunity
3:36 here that's for an $1 million I mean
3:40 this approval process Triggers on create
3:44 I'm going to clone This Record here and
3:47 I'm going to call it upsell large
3:50 opportunity 21 this time let me leave
3:53 the amount the same so when I do that
3:57 what happens is you see there's a work
3:59 guide item that appears on the record
4:02 record for this user by the way the
4:05 reason why I'm seeing this record is I
4:10 am the user designated to approve this
4:13 process and this is a screen flow that
4:17 shows an approve or reject radio here
4:21 and along with a long text area window
4:23 for the user to enter their decision
4:26 comments so I'm just going to go ahead
4:28 and approve this record and write in the
4:38 approved and when I click finish this
4:41 work guide item section will
4:44 disappear now the record moved along in
4:48 the process and as part of this new
4:51 approval process flow-based approval
4:54 process I am also creating a task that
4:56 shows on the record that this
4:58 opportunity has been
5:00 approved and as you you can see I have
5:04 also added here a comment on the bottom
5:08 that shows the um opportunity has been
5:13 approved this actually comes from uh the
5:16 decision comments that the user entered
5:18 the user who approved the
5:22 record all right so let me just show you
5:24 how this is achieved now first of all
5:26 let me tell you this is actually the
5:30 brand new approval process that just
5:34 launched with spring 25 it's flow-based
5:37 it's orchestration based and it actually
5:40 brings a lot of capabilities and
5:45 possibilities with it so to see what
5:49 process covers that I can just go to my
5:53 flow list view I have
5:58 already filtered here my orchestrations
6:01 I included the word orchestration in my
6:04 flow label and I'm filtering for those
6:11 orchestration that triggers based on an
6:15 opportunity being created with one
6:19 condition now remember this is a certain
6:20 type of
6:23 orchestration that is entirely free
6:26 usually orchestrations are free up till
6:30 600 runs a year after that you would
6:32 have to buy additional usage based
6:35 licenses for your orchestrations but
6:37 these approval orchestrations do not get
6:41 deducted of your usage based
6:44 entitlements so they are entirely free
6:46 here let me just go into my start
6:49 element and show you that this starts
6:52 when a record is created
6:55 right and when the amount is greater
6:58 than $10
7:00 million so
7:04 what does the orchestration do
7:07 orchestrations consist of stages and
7:09 steps each stage has to have at least
7:12 one step can have
7:16 multiple and each step will consist of
7:18 actions these could be background
7:20 actions or screen actions in this
7:24 particular approval based
7:26 orchestration it is only natural that we
7:29 add actually a screen flow that's made
7:32 out of a template that's best suited for
7:35 the approval step and I'll show you
7:37 where that template is and I I'll also
7:41 show you how I built this flow here now
7:44 under these parameters in settings you
7:46 are going to choose who the approver is
7:49 going to be your choices are User Group
7:52 Q or these can be also user Resource
7:55 Group resource and Q resource so the
7:58 assign could be actually a variable
8:00 value that you can assign
8:02 in this case this is
8:06 hardcoded and you can actually customize
8:09 the email that goes out to the user for
8:10 the approval
8:14 step uh the user will by default get a
8:16 standard email that has a link to the
8:20 record because um the record page layout
8:23 is where the work item will appear for
8:25 the user to do their approval they can
8:28 also approve by replying to the email by
8:30 the way
8:34 and then here I'm actually scoping this
8:39 approval step to the record where um
8:41 this work item is going to appear so
8:43 it's going to appear on this
8:48 opportunity um record page layout and I
8:50 have to also make sure that I add the
8:53 work item lightning component to the page
8:54 page
8:57 layout I can decide there as well
9:00 whether that work item uh lightning
9:04 component should show when there is no
9:07 work item to show for or it should be
9:10 hidden in my case I actually chose to hide
9:11 hide
9:14 it I can decide whether the record needs
9:15 to be
9:18 locked um and then I can also decide
9:20 whether I need to allow the approver to
9:24 edit the record for possible
9:26 Corrections and here is the interesting
9:29 thing here is where the possibilities
9:34 also get interesting I can decide um to
9:36 complete this step when the assigned
9:39 user has completed the action or I can
9:42 also choose among other choices one of
9:43 which could be for example when the
9:47 specified requirement is met or when the
9:50 specified evaluation flow returns
9:52 through so I can actually build a
9:55 sophisticated autol launched
10:00 flow um and when this flow returns the
10:05 value true then this step is going to be
10:07 considered completed so this can
10:10 actually get quite
10:13 sophisticated in my case I did not
10:15 choose to do that so after this stage
10:20 and step finishes I'm checking whether
10:22 the decision by the user is an approval
10:24 or not so this is a decision where I'm
10:26 checking the
10:30 output uh coming from that screen flow
10:34 in Step 1.1 and see whether that's an
10:38 approve now um the um standard template
10:44 for the approval screen flow has a um
10:48 pick list a string in fact the text that
10:51 Returns the word uh approve when the
10:53 record is approved so you need to be
10:55 checking for that you you're checking
10:57 for a text it's not going to be a
10:59 Boolean and that
11:03 actually field is called approval
11:05 decision it starts with all small
11:08 letters and only the D is capitalized
11:10 here right so it it has to be in a
11:12 particular way if you're not using the
11:15 template you can create your own screen
11:18 flow but it would have to have an output
11:21 named approval decision
11:23 here and you'll see there are two
11:26 outputs the other one is for approval
11:29 comments so that's the one that captures
11:33 the text that the user will
11:36 enter and once the record is approved I
11:40 can actually send it to another user
11:43 another que another group for another
11:46 approval step under certain conditions
11:48 or choose
11:51 to just create for example a task record
11:53 which I have done here so that's
11:54 actually done that's the power of
11:57 orchestration that's actually done with
12:01 the use of a Auto launch flow so this
12:04 Auto launch flow receives two inputs uh
12:06 one is the approval comments that comes
12:09 from Step 1.1 the screen flow and the
12:12 other one is the opportunity ID itself
12:15 and it's going to create a task and
12:23 opportunity and um remember um let me
12:26 also just remind you that um for the
12:29 start of the step I get to also use
12:33 either conditions or even an auto launch
12:36 flow to decide whether this step should
12:38 start or
12:40 not and the other power of
12:43 orchestrations is that the
12:45 orchestrations can run things in
12:47 parallel as well so that's another power
12:50 that we can use of orchestrations now
12:52 here is the difference between the
12:55 approval orchestration and the regular
12:57 orchestration when you are in
13:00 orchestration Builder and you want to
13:03 add a step let me just show you here you
13:05 are going to see a background step and a
13:08 UI step like a screenflow step but here
13:11 the only screen flow step that you can
13:13 set up is called an approval step right
13:17 so so it's um going to be limited to
13:19 approval interactions in terms of
13:22 background steps you are um more
13:25 flexible so you can actually add those
13:28 using a Noto launch flow here and the
13:31 orchestrations now they also have a m
13:34 soft step if you choose to add a moft
13:38 step in your orchestration so that's how
13:40 this one is built but remember though
13:42 this is going to be kind of
13:44 counterintuitive you have to build these
13:47 flows first and then you're going to
13:50 come back here and then finalize your
13:54 orchestration and here is my approval request
13:55 request
13:57 orchestration before I go into that let
14:00 me just show you where the template is
14:02 so if you go to new flow and then you
14:04 decide to use a template
14:06 template
14:10 and you can see on
14:13 templates approval workflow evaluate
14:16 approval request if you click on that
14:19 one you're going to
14:22 create an evaluate appr approval request
14:25 flow here so of this template and this
14:29 one actually comes with these required
14:31 variables already created a good thing
14:34 for you and you know you can obviously
14:36 customize this you will see that you
14:39 cannot save it once you make a change on
14:42 it you are going to be able to save this
14:44 one as a new flow as your own flow you
14:47 cannot really modify the template that's
14:51 why this one looks like um you cannot
14:53 save it at this
14:56 point so if I go back to the one I built
14:59 of this template and that's going to be
15:02 this one the um active
15:05 one it looks actually pretty much
15:06 exactly the
15:09 same you'll see I have not made any changes
15:11 changes
15:16 here and the variables are here approval
15:19 comments um an approval decision you'll
15:29 output and let me show you the auto lach
15:31 flow that creates a task and that's
15:40 here this one just simply creates a task
15:42 with the due date of current date the
15:44 description comes from the description
15:47 variable which is marked available for
15:49 input uh status is going to be completed
15:51 always subject is going to be
15:53 opportunity has been approved and the
15:56 related to ID is going to be the
15:59 opportunity ID variable which is also an
16:01 input you can see that here available for
16:02 for
16:07 input and this one is also available for
16:10 input all right so
16:12 so
16:15 now let me actually show you a couple of
16:18 other features and play around with this
16:20 a little bit further now first of all
16:24 what I want to show you is that we
16:28 received a new lightning app called
16:32 approvals with this release spring 25
16:36 release if you click on home this comes
16:39 with it with its own buttons here manage
16:41 all approval workflows review my
16:43 approval work items manage my approval
16:46 submissions there are some settings here
16:48 that takes you to the settings use standard
16:50 standard
16:52 approvals send approval work item
16:55 assignment emails to
16:58 approvals and send approval submission
17:00 status email notification to submitters
17:02 so you can actually turn these off and
17:07 on right and if you go back to this app
17:10 here it's going to have list views of
17:15 submissions and
17:19 also manage all approval workflows here
17:21 you can list all the
17:23 orchestrations and these are all
17:27 recorded on custom objects so you can go
17:30 to an or stration you can see the orchestration
17:35 runs this one is the record triggered
17:38 one I was playing uh with an auto launch
17:40 one so the record triggered one is where
17:41 I have
17:45 runs and you'll see that if I go to a
17:46 particular run I can see whether it's
17:50 completed it's in progress or it's in error
17:51 error
17:54 status and under related lists I see
17:57 even more detail the orchestration stage
18:00 runs step runs orchestration run logs work
18:02 work
18:05 items who received it who was this
18:09 assigned to everything is
18:12 recorded reportable there is a a great
18:15 audit Trail here right you know you can
18:18 see transparently what you have in terms
18:26 work and um you can also go to
18:28 orchestrations by the way you know
18:31 you'll see see here in your um waffle
18:34 menu the orchestration Run orchestration
18:36 work items and the orchestrations these
18:39 are going to also hold information for your
18:40 your
18:45 approvals so that's in a nutshell how
18:48 the approvals work here folks go ahead
18:50 give it a try and let me know what you
18:54 think about this new Tool uh whether you
18:56 are motivated to implement it in your
19:01 Orcs and uh how you plan on using it
