Create an Approval Definition

  • Updated

Create an Approval Definition

To start creating an approval process for a loan or a lease application, define the approval workflow. In the Approval Definition section, specify a few details, such as the name of the approval workflow, the approval process type, the cadence, and more. Once the approval definition is created, you can use it to define the remainder of the workflow.

Prerequisites

Before you proceed to create an approval workflow definition, ensure that the following prerequisite is met:

  • The Approval Configuration object is created and configured.

Steps

To create an approval workflow definition:

  1. Log in to your Salesforce account.

  2. Go to App launcher icon (App Launcher) > Approval Definition .

  3. Select New.

    The Approval Definition Edit section is displayed.


  4. In the Approval Definition Edit section, perform the following actions, and then select Save:

    Field Name Action
    Approval Definition NameSpecify a name for the approval workflow.
    TypeSelect the Simple option to create a simple approval process or the Complex option to create a complex approval process.
    Authority Evaluation ExpressionSpecify the expression to filter the reviewers.
    Use Queue For Reviewers

    Select this checkbox if you want to associate a queue with the reviewers. When this checkbox is selected, the approval instance can be assigned to a queue, and any user from the queue can review the approval instance. 

    Now, the applicable users or user profiles can be added to a Queue that can be added as a reviewer.

    Primary Object

    Select the  Application option.

    Note:

    In Q2 Origination, 'Group By Field' of approval definition object can either be null or have Application as the primary object is Application for Origination.

    Group By Field

    Depending on the object selected in the Primary Object field, specify the API name.

    Note:

    In Q2 Origination, 'Group By Field' of approval definition object can either be null or Application as the primary object is Application for Origination.

    Cadence

    Select one of the following options:

    • Unanimous

    • Serial

    • Prescriptive

      Note:

      If Cadence is selected as Prescriptive, specify the number of reviewers required to approve or reject an application in the Required Number Of Approvers textbox.

    • Conditional

      Note:

      • If Cadence is selected as Conditional, define the Approval Expression. Approval expression is a condition that is defined when a particular combination of reviewers is required to review an application. For example, if the Approval Expression=  (Approver 1 AND Approver 2) OR Approver 3, then Approver 1 and Appover 2 can combinedly approve the application, or Approver 3 can individually approve it.

      • To learn about the cadences in detail, see Modified Approval Process > Cadences.

    Select Reviewer

    Select the  Manually or By Serial Number option to specify the sequence in which the reviewers review an application.

    Note:

    If Cadence is selected as Serial, select the By Serial Number option.

    Lock Record On Approval Submission

    • Select this checkbox if you want to lock the application for further editing after it is submitted for review. 

    • When this checkbox is selected, and the approval instance is not yet approved or rejected, the system restricts the user from updating the application.

    On trying to edit the application, the system displays an error.

    Note:

    The lock functionality is dependent on the Salesforce Approval class (to lock/unlock records) and on profile setup (Object Permission – ‘Modify all’ permission should be removed).

    Custom Approval Action Class NameSpecify the class name that needs to be invoked if the approval instance is approved.
    Action on Rejection for Create

    Select the action that you want to perform when an approval instance that is created for a new application is rejected. Supported options:

    • No Action - Select this if you don't want to perform any action.
    • Custom - Select this if you want to call a custom class that has the actions specified to be performed.
    Note:

    Revert to Previous Value is not an option for Action on Rejection for Create, as there isno previous value to revert to, andreverting it to the default value might not workfor some scenarios. 

    Action on Rejection for Update

    Select the action that you want to perform when an approval instance that is created due to an update of the application is rejected. Supported options:

    • No Action - Select this if you don't want to perform any action.

    • Custom - Select this if you want to call a custom class that has the actions specified to be performed.

    • Revert to Previous Value - Select this if you want to revert the approval rule criteria fields' value to the previous value.

      Note:

      To know more about it, see Approval Process Configuration.

    Custom Rejection Class Name for Create

    Specify the class name that needs to be invoked if the approval instance that is created for a new application is rejected.

    Note:

    This field is displayed when the user selects Custom as an option in the Action on Rejection for Create list.

    Custom Rejection Class Name for Update

    Specify the class name that needs to be invoked when an approval instance that is created due to an update of the application is rejected.

    Note:

    This field is displayed when the user selects Custom as an option in the Action on Rejection for Update list.

    Note:

    A global abstract class, AbstractApprovalAction, is created and seeded in Q2 Origination that the Custom Approval Action Class Name, Custom Rejection Class Name for Create, and Custom Rejection Class Name for Update need to extend. The custom classes should override the abstract method, executeAction. To know more about the execution of this Abstract class and method, see Q2 Origination Global Methods > AbstractApprovalAction Class.