The textbook approval-process example is discount approval on an Opportunity: any deal with a discount over a configured threshold must be approved by the rep’s manager before it can close. It’s a perfect fit because every element of an approval process is needed.
Why this example works
- A clear threshold triggers the approval (Discount % > 20)
- A defined approver — the user’s manager (from the User record’s Manager field)
- A reason to lock the record — once submitted, no one should change the discount until the manager decides
- Two distinct outcomes — approval lets the deal proceed, rejection requires renegotiation
How you’d build it
| Element | Configuration |
|---|---|
| Entry criteria | Discount__c > 20 AND IsClosed = FALSE |
| Submitter | The Opportunity Owner |
| Approver | User.Manager (related lookup to the User who owns the Opp) |
| Lock on submit | Yes — record cannot be edited |
| Initial action | Field update: Approval_Status__c = "Pending"; email to manager |
| Approval action | Field update: Approval_Status__c = "Approved"; unlock |
| Rejection action | Field update: Approval_Status__c = "Rejected"; email to submitter; unlock |
| Recall action | Field update: Approval_Status__c = "Recalled"; unlock |
Other strong examples interviewers like
- Time-off request approval — Employee submits Vacation_Request__c, manager + HR approve
- Expense reports — over a threshold goes to Finance Director
- New customer onboarding — Compliance approves before Account becomes “Active”
- Custom Quote approval — Sales Ops reviews pricing before the Quote is sent
- Marketing campaign budget — over $X needs CMO approval
- Code deployment approval in a custom DevOps app — Lead Developer approves before release
The pattern is the same: a decision a human has to make, with side-effects on the record’s status.
What makes a use case a bad fit for approval process
- No human decision needed → use Flow or Workflow
- No locking required → consider a simpler status field with validation rules
- Approver depends on complex external logic → Apex-based approval routing or Flow Orchestration may be a better fit
What interviewers want
- A concrete, specific example with threshold + approver + outcome
- Mention of record locking — that’s a key approval-process feature
- Bonus: name two or three different domains where you’d use it (sales, HR, finance, compliance)
Related
- What is an approval process and how is it different from workflow rule?
- Give a complex multi-step approval example
Verified against: Salesforce Help — Approval Processes. Last reviewed 2026-05-17 for Spring ‘26 release.