How do I add a new approval step to my approvals process? - Answers - Salesforce Trailblazer Community
Trailblazer Community
Ask Search:
Claire JacksonClaire Jackson 

How do I add a new approval step to my approvals process?

The approvals process I am working on is inactive. I want to add some additional approval steps but there isn't a button for me to add one.
Do I need to go into some settings and add the button in?
Any help much appreciated
Many thanks
Best Answer chosen by Ed (salesforce.com) 
Syed Y. TalhaSyed Y. Talha
you can just Clone the inactive approval process and then just add another step in it. 

do not need to create from scratch. The max you will need to do is to adjust steps crieterias. 

I think the idea behind not letting change existing approval process which was exectuted for some records is for Auditability purposes. 

Lets say you create an approval process and start getting approvals on lot of deals..then you realize that this process is not right and "Person A" is not authorize to approve these records. or this is a wrong condition to approve a specific record. 

You inactivate the Approval process and put a different one in place..


If you correct the approval instead of creating one then how are you going to explain after six months or a year, if some one from Finance or other groups come back to you and ask same question that why so and so person approved this record. ... 


I think there is more in this design than just ease of management or configuration. 

All Answers

Nebojsa (Nash) ZgonjaninNebojsa (Nash) Zgonjanin
Check your permissions with Administrator.


Managing Approval Processes

Available in: Enterprise, Unlimited, and Developer Editions

User Permissions Needed
To create, edit, delete, or clone approval processes:“Customize Application”
To view approval processes:“View Setup and Configuration”

An approval process is an automated process your organization can use to approve records in Salesforce. An approval process specifies the steps necessary for a record to be approved and who must approve it at each step. A step can apply to all records included in the process, or just records that have certain attributes. An approval process also specifies the actions to take when a record is approved, rejected, recalled, or first submitted for approval.

To manage approval processes, click Your Name | Setup | Create | Workflow & Approvals | Approval Processes.
  • Select an object from the drop-down list to create, edit, or delete approval processes for that object.
  • To create a new approval process, click Create New Approval Process. See Creating Approval Processes.
  • To change the order of your active approval processes, change the numbers in the Process Order column and click Reorder.
  • Click Del next to an inactive approval process to delete it. Before deleting an approval process, make sure it is inactive and that no records have been submitted for approval. If any records have been submitted, delete them and remove them from the Recycle Bin.
  • Click Edit next to an approval process to change it.
  • Click Activate next to an inactive approval process to activate it. An approval process must have at least one step before you can activate it.
  • Click Deactivate next to an active approval process to make it inactive. The approval process moves to the list of inactive approval processes.
  • Select an approval process to view the details:
Tip
You can use the System Log console to debug workflow rules. The System Log console lets you view debug log details and information about workflow rules and actions, such as the name of the user who triggered the workflow rule and the name and ID of the record being evaluated.

Syed Y. TalhaSyed Y. Talha
Edit your Inactive Approval process and then click on "Add New Approval Step" button... see the screen shot for reference.  You will not able to add step if you already have 15 Approval steps for your Approval Process.
User-added image
Claire JacksonClaire Jackson
I am a system administrator so shouldn't be about my permissions.

The 'Add new approval step' button is not there. I know where it should be as per the screen shot but it does not appear
Syed Y. TalhaSyed Y. Talha
Claire, 
Can you paste screen shot of first screen of approval proccesses where you have list of all approval processes and then screen shot of specific approval process you are tyring to modify?
Claire JacksonClaire Jackson
- User-added image
Claire JacksonClaire Jackson
- User-added image
Steve MolisSteve Molis
You need to select the Approval Process you want to update from the Inactive Approval Process section, that should bring you to the screen where you can edit/update it.
Claire JacksonClaire Jackson
I have selected one of the inactive ones but the 'new step' button is still not there. It is very puzzling
Syed Y. TalhaSyed Y. Talha
Now thats definitely an inactive approval process. 

Check your profile once again. I think you must have permission issues here. You are not even seeing "Delete" Action for Approval steps. 

Goto Setup | My Personal Information | Personal Information

Make sure you are a true System Administrator....It may be possible that you have a profile which Says Sys Admin but not a Complete System Administrator. 
in that case ... please follow the instructions from NZGon's post and get those persmissions in order to modify approval process.

Claire JacksonClaire Jackson
Just double-checked and my profile is 'system administrator'
Annie YuanAnnie Yuan
Claire, I got same problem as yours, the approval process has been inactive, but still can not see the button
Syed Y. TalhaSyed Y. Talha
Guys, 
I think we need to get onto Screen sharing software to see what is happening with you guys...it is really strange that you cannot see this button even if you have System Administrator profile. 


Claire JacksonClaire Jackson

Hi
I have spoken with the SFDC helpdesk and they said that if an aproval process has been made active at any time in the past and then made inactive then you cannot go back in and add additional steps to it.
So looks like I will have to create a new one from scratch.
Not the best way of doing things

Syed Y. TalhaSyed Y. Talha
I see ... it must be to preserve the audit on records who got approved through this Approval process in past. 
Angeline SchreiberAngeline Schreiber
I am having the same issue.  I am a System Administrator.  I have made the process inactive so that I can add more steps.  If SFDC says one may never edit a process if it has ever been active, this is a very bad design indeed.  I will have to, like Clair, start from scratch and create a new process that includes all the desired steps.

The idea of not being able to edit an approval process that has been used "to preserve the history" seems strange.  I imagine that once I create the process with all desired steps I would delete the ones I no longer plan to use?  Will this delete history within opportunity records?  I would not think so....
Syed Y. TalhaSyed Y. Talha
you can just Clone the inactive approval process and then just add another step in it. 

do not need to create from scratch. The max you will need to do is to adjust steps crieterias. 

I think the idea behind not letting change existing approval process which was exectuted for some records is for Auditability purposes. 

Lets say you create an approval process and start getting approvals on lot of deals..then you realize that this process is not right and "Person A" is not authorize to approve these records. or this is a wrong condition to approve a specific record. 

You inactivate the Approval process and put a different one in place..


If you correct the approval instead of creating one then how are you going to explain after six months or a year, if some one from Finance or other groups come back to you and ask same question that why so and so person approved this record. ... 


I think there is more in this design than just ease of management or configuration. 
This was selected as the best answer
Ashish YadavAshish Yadav
Once you activate an approval process, you can not add or remove the approval steps even if you deactivate it.  What I do, is clone the approval process and modify the name a bit.  I add in the extra approval step(s) and then activate the cloned process.
Bridget DubasBridget Dubas
Does anyone know if this can be done while records are pending approval?
Steve MolisSteve Molis
Hi Bridget,
That post is over 3 years old, the original posted do not recieve email alerts for new comments (I just stumbled onto it looking for something else).  You're probably better off posting a new question and adding a link to this thread.
Tanmay DeshpandeTanmay Deshpande
If you have selected 'Jump Start Wizard' form Create Approval Process Button  you will get to add only one approval step. In this case you won't be able to see the 'Add approval step' button. To have multiple approval steps you have to click on 'Use Standard Setup Wizard' and create multiple approval steps.
Johan YuJohan Yu
To summarize on this, after the approval process is activated you cannot delete, add or modify the approval steps.
You need to CLONE the approval process to add approval steps.

https://help.salesforce.com/apex/HTViewSolution?id=000120161&language=en_US
Samarjeet KahlonSamarjeet Kahlon
As Johan Yu explains, Once an Approval process is activated you cannot add or remove approval steps in that specific approval process.

To add approval steps you will need to deactivate that process, clone it and change the attributes(approval steps in this case) and activate the new process.

To see the functioning of this new process you will have to submit the records again through this process
Sheetal GhelaniSheetal Ghelani
Here is knowlege articale from Salesforce:

https://help.salesforce.com/articleView?id=000120161&language=en_US&type=1
 
Samuel LauSamuel Lau
You need to clone first before the "New Approval Step" button becomes available.  
Sunil ShahSunil Shah
Claire I had a similar issue. Thanks for the sharing the solution.