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Set Up Approvals for External Users in Your Experience Cloud Site

Set Up Approvals for External Users in Your Experience Cloud Site

An approval process automates how records are approved in Salesforce. An approval process specifies each step of approval, including who to request approval from and what to do at each point of the process. Customer Community Plus and Partner users in your Experience Cloud site can be assigned as approvers on records or added directly to queues. They can see and take action through the My Approvals and Approval History related lists on the record. Approvals can also be triggered directly from the site’s feed.

Required Editions

Available in: both Salesforce Classic and Lightning Experience
Available in: Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To create, edit, delete, or clone approval processes: Customize Application
To create or change queues:

Customize Application

AND

Manage Public List Views
Note
Note
  • Users with high-volume licenses, such as High Volume Customer Portal and Authenticated Website, can’t approve records.
  • External users with legacy portal licenses can approve records in the Experience Cloud site, but not in legacy portals created before 2013.
  • Email draft approval processes aren’t supported in Experience Cloud sites.

When setting up approvals or queues, use the lookup fields to find customer and partner users.

For example, when setting up an approval, if you want to automatically assign a customer user as an approver use the lookup list to find and specify the user.

Approval user lookup field for external users.

If you set up email notifications for your approval workflows, emails are sent based on-site membership. If the user is a member of multiple active sites, the email comes from the oldest active one. Any links included in the email point users directly to the approval within the site.

In the Salesforce mobile app, users can see and act from the Approval History related list, but they can’t submit requests for approval. To submit requests for approvals, the user must do so from the full Salesforce site.

See Also