Create Approval Process

1. Basic Settings

1.1 Access Path:

Admin Console > Process Management > Approval Process Management > New

1.2 Basic Information

• Approval Flow Name: Used for future reference.
• API Name: Serves as the unique identifier for the flow in code scenarios and cannot be modified.
• Approval Flow Description: Describes the purpose or significance of the flow (max 500 Chinese characters).
• Initiator Identity:
  • Options: Data Submitter or Data Owner.
  • Example: Assistant A creates an Opportunity for Salesperson B. B is the Data Owner, and A is the Data Submitter.
• Enable Interconnection Approval:
  • Configures whether the flow supports initiation by interconnected users (e.g., SharePartner, Service Connector, or channel partners).
  • Once enabled, data created by interconnected users automatically triggers the flow.

2. Triggers

2.1 Description

Configure trigger conditions. The approval flow auto-triggers when conditions are met.

Supported Trigger/Filter Fields:
Multi-select, Single-select, Images, Number, Email, Boolean, Date/Time, Mobile, Single-line Text, Percentage, Time, Dept., Collaborative Rich Text, Date, Personnel, Attachment, Calculated Field, Statistical Field, Multi-line Text, Currency, Personnel (Multi-select), URL, Departments (Multi-select), Date Range (configurable start/end time).

2.2 Trigger Configuration

• Object: Supports preset or custom objects (excludes Sub-objects).
• Trigger Type: Create, Edit, Void, Change Owner, Stage Update, Partner Update, Claim, Return, Invalid, Extension Request, Convert, etc. (custom buttons supported).
• Master-Sub-Object Constraints:
  • Locks all sub-data under the triggered data during approval.
  • Unlocks post-approval.
• Trigger Method: Always Trigger or Conditional Trigger.
  • Always Trigger: Activates when the trigger type is met.
  • Conditional Trigger: Requires specific field conditions to activate.

Note:
- The selected trigger object cannot be modified later (filters and post-actions depend on it).

3. Email Configuration

Configure email notifications for approvers to review/handle approvals via email.

Prerequisites:
#### 3.1 Email Management
- Path: Email Management > System Email.
- Enable Send/Receive Email Logging for the bound email account (mandatory).

3.2 Global Process Configuration

• Path: Process Management > Global Process Configuration.
• Configure the sender email and approval keywords.
  • Sender Email: Must have Send/Receive Email Logging enabled.
  • Custom Approval Keywords: Define reply actions (e.g., Agree, Reject, Complete).
    • Default presets:
      • Agree: “Agree”, “同意”
      • Reject: “Reject”, “驳回”
      • Complete: “Complete”, “完成”
    • Rules:
      • Max 20 keywords per action (50 chars each, case-insensitive).
      • No duplicates allowed.

3.3 Email Template Setup

• Path: Basic Settings > Email Configuration when creating/editing a flow.
• Template Customization:
  • Subject: Insert fields from the trigger object, lookup-associated objects, or process variables.
  • Body: Supports HTML, variables, and bullet points. Automatically includes approval notes.
  • Language: Matches the tenant’s multilingual settings.

3.4 View & Process Emails

Approvers log in to their bound email (must match Org Structure/personal settings) to handle approvals.

Processing Rules:
- Keyword: First line (mandatory). Must match predefined keywords (e.g., “Agree”).
- Comment: Second line (optional). Only the second line is captured as the approval note.

4. Advanced Settings

#### 4.1 Notify Initiator During Approval
Sends interim results (e.g., Agree/Reject) to the initiator after each approver’s action.

4.2 Notify Initiator Post-Approval

Sends final results (Approved/Rejected) to the initiator.

4.3 Merge Sequential Nodes for Same Approver

Combines consecutive nodes assigned to the same approver into a single step.
Note: Nodes requiring approval content cannot auto-approve.

4.4 Allow Retrieval for Re-review

• Initiators can retrieve flows if the next node is unprocessed.
• Excludes nodes with Countersign or Tiered Approval.

4.5 Allow Retrieval After Auto-Approval

Approvers can retrieve auto-approved nodes (e.g., same-approver merge) for re-review.

4.6 Exception Alerts

Alerts designated personnel if errors occur (e.g., missing approvers).

4.7 Specify Initiator for System-Triggered Flows

• Customize initiators for flows triggered via APL functions or APIs.
• Supports selecting personnel fields from the trigger object.

4.8 Process Deadline

• Sets a max duration (minutes/hours/days) for the entire flow. Overdue flows are marked as timed out.

5. Filters

#### 5.1 Description
Further filters data post-trigger. Only filtered data executes the flow and post-actions.

5.2 Configuration

• Supported Fields: Trigger object fields, lookup-associated fields, owner’s primary Dept., personnel/attributes, process variables.

Note:
- Time/number fields support variable filtering (e.g., Sales Order fields or lookup-associated Account fields).
- Filters support Before Change, On Change, and After Change conditions.

6. Full-Process Function Configuration

• Skips empty approval nodes via APL code.
• Auto-skips mark the node as “Skipped” (processed by “System”) and ignore post-actions.
• Historical data remains unaffected by future flow edits.