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Activate the Salesforce Approval Process

Activation of Salesforce Approval Process

Once you have added a Salesforce Approval Process for Novatus contract requests, using either the Jump Start Wizard or the Standard Setup Wizard, you must activate the approval process so that it will be applied to new contract requests. Before activating an approval process, it is recommended that you review it and make any needed edits, including updating the email alerts that are sent to users notifying them whether or not their contract request has been approved, and the email templates and approval post template used to notify approvers their input is required for a Novatus contract request.

An approval process is edited from the Dashboard in Salesforce, which is the default screen that displays when you login to the application.

A User Name Click on your name, located in the top right of every screen, to display a drop-down menu.
B Setup option Click to display a listing of the items you can set up. The list  appears in the left Navigation Pane.
C Search field Enter "approval" in the field. A list of all matches for the keyword "approval" displays in the Navigation Pane.
D Approval Processes link Click to display the Approval Processes screen. The screen displays a list of all the existing approval processes, categorized under the headings Active Approval Processes and Inactive Approval Processes.
E Manage Approval Processes For list Ensure that Novatus Contract is selected in the list.
F Approval Process record Locate the approval process you want to review under Inactive Approval Processes, and click on it to select it. A screen displays that allows you to review and edit the approval process before activating it.
Note: You can activate an approval process from this screen by simply clicking on the Activate link, located in the Action column for the approval process.

G View Diagram button Click to display a flowchart of the current approval process, including a legend to identify key components.
H Edit button Click to display a drop-down menu showing categories of information that you can edit for the approval process. If you want to edit any of the information, click on a category link to display the fields in edit mode.

I Initial Submission Actions buttons The default action for an initial submission (of a contract request) is to lock the record so that it cannot be edited. However, there are two buttons in this section that can be used to augment or update the default action:
  • Add Existing - select to add a pre-defined action to the approval process.
    • In the Select Existing Actions screen, select the action type (Email Alert, Task, Field Update, Outbound Message) in the Search list to display the list of existing actions in the Available Actions list box. Click on an action in the Available Actions list box to select it, and then click the Add button to move it to the Selected Actions list box. Click the Save button to add the existing action.
  • Add New - select to add a new action (Email Alert, Task, Field Update, Outbound Message) to the approval process and display a screen to capture the information for the new action.

J Approval Steps Action link and buttons The default action for the Jump Start Wizard is a single step (Step 1), which calls for the contract request to be sent to a designated approver.
  • Show Actions link - click if you want to add an action, based on the outcome of the  decision to approve or reject the Novatus contract request.
  • Approval Actions - select the Add Existing button to view the existing actions (Email Alert, Task, Field Update, Outbound Message) that can occur when the contract request is approved. If you want to add an action, select the Add New button.
  • Rejection Actions - select the Add Existing button to view the existing actions that can occur when the contract request is declined. If you want to add an action, select the Add New button.
In the example above, Email Alerts are used as the action to notify the Salesforce user on the outcome of their contract request (approved or rejected). However, this feature is optional since the  user can track the status of their contract requests in the Novatus Contracts screen in Salesforce. The email alerts option is useful if you want to notify individuals other than the user who made the contract request about the status of the request since additional recipients can be added to the email alert.

K Final Approval Actions link and buttons The default action for the final approval stage for a Novatus contract request is to lock the record so that it cannot be edited. Locking the contract record during this stage ensures the contract request, as approved, cannot be updated or changed. However, you can select the Edit link to display a screen that will allow you to unlock the contract request so that it can be edited.
  • Add Existing - select to add a pre-defined action (Email Alert, Task, Field Update, Outbound Message) to the final approval process.
  • Add New - select to add a new action (Email Alert, Task, Field Update, Outbound Message) to the final approval process and display a screen to capture the information for the new action.
L Final Rejection Actions link and buttons The default action for the final rejection stage for a Novatus contract request is to unlock the record so that it can be edited. Unlocking the contract request during this stage allows the user to update the request, as needed, before it is re-submitted for approval. However, you can select the Edit link to display a screen that will allow you to lock the contract request so that it cannot be edited.
  • Add Existing - select to add a pre-defined action (Email Alert, Task, Field Update, Outbound Message) to the final rejection process.
  • Add New - select to add a new action (Email Alert, Task, Field Update, Outbound Message) to the final rejection process and display a screen to capture the information for the new action.
M Recall Actions button The default action for the recall action for a Novatus contract request is to unlock the record so that it can be edited. Unlocking the contract request allows the user to recall a contract request that has been submitted for approval in the event the user needs to make changes.
  • Add Existing - select to add a pre-defined action (Email Alert, Task, Field Update, Outbound Message) to the recall process.
  • Add New - select to add a new action (Email Alert, Task, Field Update, Outbound Message) to the recall process and display a screen to capture the information for the new action.
N Activate button Click to activate the approval process and make it available to Salesforce users.
Note: It is recommended that you edit the approval process before you activate it since the Jump Start Wizard automatically selects some of the settings for you.
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