We all know that approval processes are extensively used in Seth's force.
So ask the senior admin.
It is very essential for us to have the necessary skill set for troubleshooting approval processes basically
and real time when we create approval process when we add in all the necessary steps the actions are
finally activated and then when users start using the approval process many times what happens is they
come back to us with many questions and also issues.
Why am I seeing this.
Why am I not seeing this.
Why am I able to submit direct card.
Why am I not able to prove that a card and all sorts of questions user come back to us.
So in this video we are going to understand some of the troubleshooting techniques for approval processes.
Listed here are some of the scenarios and troubleshooting techniques for approval processes.
Perfect.
Let's go one by one.
The first is using the process.
Visualize it.
User interface.
So what is this a process which relies that user interface.
Let's go to our developer Rog go to the approval process.
We just created
we have one approval process which is active.
And this is in the extracurriculars object as you can see here so this is our approval process.
You can see all the details out here.
And here you have the option of view diagram.
So click on that button.
And this is the visual diagram that tick a representation awful lot approval process.
We can see here a first comes the entry criteria and if a dissatisfied than the eye it goes into the
approval process it checks for the initial submission actions and for those steps and if approved what
happens if rejected what happens and all these information.
Basically all those information is represented in the diagram haptic manage on top of it on the right
hand side that you can see at the various approval process properties starting from work all the different
properties lose the approval and waterboard the templates and the other properties out here.
You also have some options that you can use this printable view option documentation purpose or maybe
you can even use these during meetings if you want to Tandy the other options out here is the legend
you can toggle the legend and the navigator you can again toggle this feature so overall of this is
some graphical representation of the entire approval process in fact and this tool comes handy when
we start working on an approval process for the first time I've been in a sales force are we're definitely
there will be many approval process across all the objects.
So as admin and yo troubleshooting an issue and if that if that some approval process that you have
never worked on before.
So all starting with using this tool and having a visual representation of the approval process greatly
helps and also saves a lot of time perfect.
So the next one that we are going to discuss about unable to see submit for approval in the layout.
Yes.
So a visual that when we create approval process when we actually submit a record for approval in that
particular object in the detail page we have this admin for approval button sometimes users come back
to us saying that they are unable to see that I submit for approval button
so in that scenario the reason would be that the button this up velociraptor little button may not be
pulled into the layout so that we can very much update using the layout properties.
So you can edit layout
and on the buttons you should be able to see that.
But now that like it is already pulled into the layout we are not able to see that.
Similarly on top of the button sometimes the related list also might not be available on the layout
which is the Apple history.
So that also you may need to do to the layout.
This is also a common issue that we encounter in real time.
Perfect.
Moving on unable to submit for Apple flight error message.
Yeah so sometimes so while submitting a record for Apple we might encounter an error message saying
that we are unable to submit for approval and the error message looks something like this
unable to submit for approval.
Does it at guard does not meet the entry criteria or initial submit of any active approval process please
contact it administrator.
So the statement clearly says that there are two possibilities for this error message.
One is the entry criteria.
The other is the initial submit us into the criteria so for entry criteria.
The reason is that there is a card and we are trying to submit that record for approval.
However the record did not satisfy the entry criteria for the approval process.
So that is the reason we are getting this error message.
The second reason is the initial submit us while upon figuring the approval process.
We also define who can be the initial and submit us in other scenario.
We have defined the initial submit us to be the extracurricular owner.
So basically the owner of the record is the only person who can submit that record for approval.
So if any other user other than the owner tries to submit the record for approval then they would encounter
this error message.
So for replicating the scenario what you can do this.
We have two uses and developer arg.
We have logged in as one user and we have also created all these at records with the same user.
So what we can do this.
We can log in as User 2 and then tried to submit that record for approval.
In that scenario you would encounter this error message.
So by that way we can replicate the second one that is initial submit us for the entry.
Great.
We can just like give a different entry criteria and see how we are getting this error message.
Maybe I can quickly do that as well.
So I in the extracurricular object.
Let me try to submit does it a card for approval.
The entry criteria is that the approval code I should be now.
But now that I have some value out here so let me try to submit it for approval and I'm encountering
this error message.
So when vendor record does not mean danger criteria or not in the initial submit is in those scenarios
we will encounter this error message perfect.
Moving on
unable to process approval request error message.
So this is under the error message that we may encounter by using a public process.
And it looks something like this.
The approval request requires the next approval to be determined by the manager field.
The value is empty.
Please contact your administrator.
So basically the whole issue about this is about the next approval.
Why configuring the approval process.
We have configured it in such a way that the next to approve it would be the manager.
So after me my manager would be approving the record and after him his manager would be approving their
card and after him his manager.
So it goes on like that.
So in this scenario what has happened is the manager is not defined for the user.
The manager feels empty that is the reason we are encountering disaster.
The approval process doesn't know whom we test to forward it to.
That is the whole issue about.
So when we say that the next applicant will be the manager we ensure that all the users have appropriate
managers assigned and then we do that settings is in the user page so go to use us go to that appropriate
user.
Should they added button.
Now you should be able to see the manager information you see approve or settings here that defines
who the manager has to be and you can see that the manager field is black so appropriately map the managers
to the users.
And that issue should be resolved so for you guys for replicating the scenario what you can do is basically
you have logged in as a user and have created those records and for manager you can tag and use a tool
as your manager for a replicating the 0 message.
Just remove the manager field save it and then tried to submit their record.
You should pop up their message and again tag the manager and then retry that.
You should not be getting the error message.
So this way you can replicate this particular issue now that the manager field is empty we can quickly
dry it out.
Let me try to submit this record for approval and yeah it gives me that error message you'd say is that
the next app approval is determined by the manager field but the field is empty.
So now let's fill in the manager field and retry it should go through fine
perfect.
Moving on issues with Apple email notifications.
This is also one common scenario that we face in real time.
Mainly users come to us saying that they are not able to receive email notifications from Salesforce
of anywhere.
That is Apple will record spending for their approval and in general they are not getting email notifications
about all these approval processes.
So in Salesforce there are a couple different places where we can check the settings to ensure that
users get appropriate emails.
First is the use of setting
for every user.
We define the email settings and virtually do that again in the user space and the approval settings.
You should see it receive approval request a mess and you have various options so depending upon the
user requirements how they wanted to be.
Choose the appropriate setting.
This is one place where the issue may be the other option that we need to check is about the deliverability
settings
for viewing the deliverability settings navigate to email administration deliverability and check the
access level maybe the access level is set to nil access our system email only that was the and users
may not be getting approval email notifications.
So check this access they should maybe hear also so these are a couple different places where the issue
may be with the settings that we have done and Salesforce but sometimes they show may not apply in these
stressful settings.
Rather the issue may be with the data like say for example at the email address of the app or where
may be incorrect or the email notifications may be considered as spam.
So in those scenarios the email client of the user should be configured in such a way that those emails
are not considered as spam so these are right or data issues.
These are different issues that we may need to handle.
So as a senior admin they deserve it would be very efficient for us to use email logs so to track email
notifications that are being sent out to users.
Thereby we can see if the emails are being sent out successfully or if there is an error message.
What does the error message.
So email logs would be of great help when we have issues with these email notifications so go for email
logs logs email log files he had assets.
We do not have any email logs as of now but this is the place where you come and check your email logs.
This would say which email was sent to which person and if it succeeded or if it did or does the error
message.
This would give an idea.
So this is the best way to go for any issues related to email notifications.
Perfect.
Moving on using debug logs to debug approval processes this is a little tricky one because the demon
logs in general are used very extensively by a developers rather admits.
But trust me debug logs is one of the very very very essential debugging tools that I have used in my
experience like it has sought.
It has helped me solve numerous problems that we encounter in Salesforce not only with this approval
process literally with the any competent that you are having an issue with debug logs are there to help
like lead process builders are beta workflow or be don't object beat feels like literally any issue
that you have in says was a DBA logs come handy for troubleshooting that.
Now let's understand how we use this amazing tool and sales force.
So go to set up go for debug.
You will have two options debug logs and the debug levels.
So what does a debug log and what does the debug limit.
So whenever we generate a debug logs we have to basically say for which person we are generating that
log.
So when we say that to say for example it is me.
If the system is generating debug logs for me so it would basically record everything that I do in the
system.
And when we say record everything.
So what does that level off or details that we need.
Do we just need the high level information or do we just need every my new detail that the user does.
So that is a debug level DEBUG level is something the level of information that the system needs to
capture so for generating debug logs first then we need to set up debug levels so go for debug levels.
And here you may not have any DEBUG level already setup but just because I use it it is already in there.
And if you do not have anything.
No issues you can create a new DEBUG level.
And this is what I mentioned.
We need to mention the level of information that needs to be locked so none absolutely like the log
will not actually record anything which is in the database level in full.
It is a next level of information finest.
It gives the minefield a detail that a user does in the system.
Similarly there are different categories in which the debug logs will be generated and different levels
estimate.
So what you can do is you can give a name for your Rob and I DEBUG level and you can also choose the
level that you want want it and debug logs to be generated.
Once done save it will effect and you debug levels not once you are done creating your debug levels.
Now let's go and check out the debug logs.
So let's go to debug logs you can see that I've no debug logs as much in here and here eight maybe blank
for you.
You may not have any trace flags set.
So whenever we want to generate a debug logs we need to first set up these trace flags.
So how do we set up these trace flags.
Click on the new button.
You can set up trace flags.
Choose the entity name.
So in the scenario it will be us.
So choose your name and give the start date on the expiration date.
The start date here whatever you see.
That would be the the current date and time and then the expiration date.
Like you can choose like five minutes 10 minutes 15 minutes but the maximum is 24 hours.
You can generate a debug logs for a person for a maximum of 24 hours so choose a timeframe.
Say for example if you'll be working on an issue for about an hour so just give about an hour so you
don't unnecessarily debug logs on get accumulated in the system and then choose the debug level they
just created a DEBUG level.
So choose that DEBUG level and he'd say So what happens if you if you have given like 10 minutes for
the next 10 minutes whatever the user does in the system everything would be recorded.
So this a debug logs that we can use to troubleshoot issues not only approval process but just any issue
in Salesforce debug logs come very handy.
In fact it is one of my very favorite tool that I use in Salesforce.
So now for using debug logs what we can do is let me go to those extracurricular object and this is
one right guard which is a not satisfying the entry criteria because Andrew Wright today should be that
the approval code is black.
But here I have got some value like me separated for approval okay.
The result saying that it does not meet the entry criteria.
So now what I'm going to do is I'm going to go for debug logs to refresh the page will affect my first
debug logs.
This has generated and for viewing the logs click on view.
It should give out the information what you did so you can see the execution started here and the execution
finished here.
So this is what actually happened in the meantime.
Here it gives you a name.
Details and everything.
And it says the approval process actions.
And then we have this record that a card IDB have.
And then the Apple code equals blank.
Yes.
And then you just checking the entry criteria and extracurriculars with an all access code falls.
So the entry criteria the set to fall so not applicable.
Approval process was found the access.
Gordon that in that particular record it had a value so you did not satisfy the entry criteria.
So it was not able to trigger the approval process.
And finally execution finished.
So this is just one single example of how do we use debug logs for approval process in a similar fashion.
Begin use debug logs for any issue out there awesome.
Moving on why some users can approve any record yet still if users have a modified all data up our mission
then those users can approve any attack quite literally system administrators would have modified all
permissions so they can approve literally any in accordance s force approving from chapter feed.
Yeah so if we want to approve records from Chad to feed then we can do that properly at settings in
such a way that users can approve or reject records using their chat to feed and to set it up and sales
force go for a chat settings.
Here you would have the option to approve or reject records so allow users to receive approval request
ask post so if you enable this option then use it to receive the approval request in their chat to feed
it.
Moving on unable to approve from a mobile device.
Yeah if user comes to us saying that they are unable to approve or reject a request from the mobile
device then again the issue may be with some of the settings that we have done
so too how do does a shoe go after a slow process.
Click on it it go to the absolute page layout and there you have the option for setting up the weather
records can be approved only within the same sales application or from the wireless enabled mobile device.
So in this scenario it does not enable that is the reason users are not able to approve records using
their mobile.
So this is about how to approve using a mobile device.
The next technique is you used with approval.
Record eligibility.
Yeah sometimes that uses a come to you saying that they are not able to edit the records they are approving.
So I think that does of the configuration settings that we have done with the approval process for this.
Again go to the approval process.
Edit approval of field and record eligibility properties so then we can define who all has access to
the records during an approval process.
So an accordion does the approval process if an administrator or the only person or administrator of
the currently assigned approval.
If both of them can direct cards so based on the need that you can set the properties accordingly.
This is also a troubleshooting technique and finally filing multiple approval processes
sometimes in real time.
If users come to you saying that there are they submitted at a card for approval but they did not get
the expected result so ask the admin what we do.
We are debug the system we debug that particular approval process debug logs would be the best way to
do that and we see that there are more than one approval process which satisfies the entry criteria.
There may be a scenario like that so if there are more than one approval process which satisfies the
entry criteria the system would fire the approval process in the process.
After then we create approval processes and sales force.
We also give a process order so say for example there are two active approval processes in the same
object extracurricular one with the process order one another with a process ata two and even a record
is submitted for approval and more.
These approval processes they interact right today is satisfied.
So in that scenario sales will only fire the the approval process with the process after one.
It would not actually go to the approval process.
No.
So in that scenario the second approval process will not get fired.
That is the reason the user was not getting the expected results because the user actually wanted to
see it as US based on approval process number 2.
But he did not get fired.
Why.
Because there are more than one approval process which satisfied the entry criteria.
And the second one did not fire because the process order was too slow to in the scenario.
What what we have to do this we need to actually validate the entry criteria for all the approval process
in a particular object.
We shouldn't create a scenario in such that that is the overlap between the entry criteria
and one point of time there should be one we won approval process that gets triggered then avocado submitted
for approval.
We should not create scenarios with them that are more than one an approval process that gets triggered.
That would basically create an issue so always why.
Creating new approval process.
Have a look at the previous approval process that are already existing in the object validate the entry
criteria and then create new ones accordingly.
So these are some of the various troubleshooting techniques that we need to know while working with
approval process.