Classic approval processes versus Flow approvals
Key Takeaway
Salesforce recommends trying Flow Approval Processes as the modern alternative to classic approval processes. Before you activate a Flow Approval Process for an object, place the "Orchestration Work Guide" component on the page for that object's records so approvers can complete their work items.
An approval process sends a record to the right people for sign-off, step by step, until the record is approved or rejected. Salesforce offers two tools for this. Classic approval processes are a sequence of steps tied to a specific object. Flow Approval Processes are a newer, flow-based alternative that adds dynamic routing, record-change triggers, and steps that reach other systems. To pick the right tool for a business need, look at how much routing logic, how many approvers, and how many systems are involved.
Classic approval processes
A classic approval process automates how records are approved. The process defines each step of approval, including whom to ask and what to do at each point. The process also handles the final outcome.
Picture an expense approval process. Priya submits three expense reports, and on each submission the process locks the record and sets the status to Submitted. Her $35 taxi report is $50 or less, so the process approves it right away. Her $1,200 conference report goes to her direct manager. Her $7,500 equipment report goes to her direct manager and, after the manager approves, also to a vice president. If all approval requests for a report are approved, the process can set the status to Approved and unlock the record. If any request is rejected, the process can set the status to Rejected and unlock the record.
The word "Classic" doesn't mean the tool works in Salesforce Classic only. Classic approval processes work in both Salesforce Classic and Lightning Experience. They work on Enterprise, Performance, Unlimited, and Developer Editions.
Users can't see which classic approval process runs when they click "Submit for Approval". Salesforce shows an error if the record doesn't meet the entry criteria of any process, or if the user isn't an allowed submitter for any process. So train users on what each process requires and does.
Salesforce limits the number of classic approval processes in an org, and the number of steps and actions in each one.
Classic approval history reporting needs a custom report type for classic approval process instances. With that report type, users can see historical details of completed and in-progress classic approval processes and their steps.