Approval processes versus Flow for record review
Key Takeaway
If several approvers must review a record in order, and the review must start on its own when a qualifying record is created or updated, use a flow approval process with one stage for each reviewing group.
Salesforce gives you two tools for sending a record to people for review and approval: Classic Approval Processes and Flow Approval Processes. A classic approval process defines a fixed sequence of approval steps for an object. A flow approval process is a newer, flow-based alternative built from stages and steps that can branch on conditions, involve other systems, and start when records change. To pick the right tool for a review requirement, you need to know what each one does.
Classic approval processes
A classic approval process automates how a record gets approved. The process defines each approval step, who to ask for approval, and what to do at each point.
Approval processes go one step further than workflow rules because they require a sequence of steps before a record is approved.
Users start a classic approval process by clicking "Submit for Approval". Users can't see which classic approval process runs when they click the button, so teach them each process's criteria and what it does. Salesforce shows an error if the record doesn't meet the entry criteria or the user isn't an allowed submitter for any classic approval process.
Classic Approval Processes work in both Salesforce Classic and Lightning Experience. They're available in Enterprise, Performance, Unlimited, and Developer Editions.
Picture a three-tier expense approval. When a user submits an expense record, the record locks so users can't edit it. Its status also changes to Submitted. Amounts of $50 or less are approved automatically. Amounts over $50 go to the direct manager. Amounts over $5,000 also go to the vice president after the manager approves. Full approval sets the status to Approved. Any rejection sets the status to Rejected. Either outcome unlocks the record.