Intelligent workflow approvals make pen and pencil tasks a thing of the past.

It was the best of approvals workflow, it was the worst of approvals workflow…

Yet do you know how to compare workflows? How are you supposed to know that your approvals system could be better? Or is what you’re doing already as good as it’s going to get?

Standard Salesforce Approvals.

In terms of approval workflows, Salesforce provides basic approval capabilities that enhance business processes. But approvals in Salesforce lack the control, automation and scalability required by many organizations.

Apttus Intelligent Workflow Approvals.

Apttus Intelligent Workflow Approvals (IWA) extends Salesforce workflow management and approvals capabilities by delivering a more automated and effective system for Salesforce customers. For example, users can modify steps for active processes, such as adding ad-hoc approvers, generating workflow sub-processes and including multiple attachments on the approval process.

In order to get a better idea of the different capabilities of these two approval engines, we’ll run through two approval workflow scenarios, one using standard Salesforce Approvals and the other using Apttus Intelligent Workflow Approvals. The approval workflows will go through the same requests and approvers, but at one point, the steps will diverge and you’ll be able to see the impact of an efficient workflow process on approval cycle times and customer satisfaction.

Screen shot of Apttus intelligent workflow approvals.

We begin our story with Charles, a salesperson who has just put together a quote proposal for a prospect. Charles needs to send this proposal out by end of day, but his quote requires a few sign-offs first…

Approving Quotes with
Salesforce Approvals

 

Charles makes a 20% discount on a product for a prospect quote worth $500,000. He finds out he needs to send a request for approval on the discount to Francis Finance and Lucie Legal. Sydney Sales and Olivia Ops needs to separately approve the quote because it is a big deal over $500,000.

Francis gladly approves the 20% discount. The discount approval moves to the next step: pending approval from Lucie. Sydney approves the $500,000 quote. The quote approval moves to the next step: pending approval from Olivia Ops.

Lucie rejects the 20% discount because it’s too high. Quote approval still pending with Olivia Ops.

Charles recalls the quote proposal and changes the discount to 15%, hoping this will satisfy Lucie. He resubmits the request for approval.

Even though Francis previously approved the 20% discount, he still needs to re-approve the new discount because Charles recalled and resubmitted the approval request. Francis, annoyed by the repetitive work, approves the new discount. The approval moves to the next step: pending approval from Lucie Legal. Sydney, irritated because she thought she was done with this approval request, also needs to re-approve the new $450,000 quote. The quote approval moves to the next step: pending approval from Olivia Ops.

Lucie now approves the 15% discount. Olivia approves the $450,000 quote.

The proposal is approved and sent to the prospect.

Approving Quotes with
Apttus Intelligent Workflow Approvals

 

Charles makes a 20% discount on a product for a prospect quote worth $500,000. He finds out he needs to send a request for approval on the discount to Francis Finance and Lucie Legal. Sydney Sales and Olivia Ops needs to approve the quote because it’s over $500,000.

Francis gladly approves the 20 % discount. The discount approval moves to the next step: pending approval from Lucie. Sydney approves the $500,000 quote. The quote approval moves to the next step: pending approval from Olivia Ops.

Lucie rejects the 20% discount because it’s too high. Quote approval still pending with Olivia Ops.

Charles revisits the quote proposal and changes the line-item discount to 15%, hoping this will satisfy Lucie. He updates the approval request and the approval process on the discount line item picks up where it left off. Olivia approves the $500,000 quote (since she approved the $500,000 quote, IWA continues moving through the approval steps since $450K < $500K).

Since Francis already accepted the 20% discount, IWA auto-approves Francis’ approval (Francis is undisturbed by the chance in the discount and productively continues working on his other responsibilities), and automatically moves to the next step: pending approval from Lucie Legal.

Lucie now approves the 15% discount.

The proposal is approved and Charles sends it to the prospect, who is happy to receive it before the end of day.

IWA vs. Salesforce Approvals

In the Salesforce Approvals scenario, not only is the request on the quote approval paused due to Lucie’s rejection of the discount, but Francis and Sydney need to revisit and reapprove their assigned steps. Francis and Sydney are frustrated because they’re taken away from other responsibilities to spend more time approving the quote proposal. Also, the prospect is angry about the lengthy quote cycle time, and abandons Charles for a competitor who provided a quote proposal on the same day.

Save time wit intelligent workflow approvals

The IWA scenario shows a more efficient way to manage approvals. IWA features Intelligent Auto Re-Approval (use specific pre-defined conditions to facilitate re-approvals and avoid repetitive approvals) so Francis and Sydney can continue being efficient with their time. Also, Continued Approval on Reject (approvals continue moving through the approval process even if steps get rejected) allowed Olivia to approve the quote amount and not wait to get the revised approval request from Charles. Not only does IWA cut down on approval cycle time, but increases productivity for both submitters and approvers. In fact, Apttus customers have seen a 37% decrease in the time to approve deals using IWA. With a more automated and efficient approval process, you could see results like these too!

How else can you increase efficiency and control with your approval workflows? Find out in our Apttus IWA versus Salesforce Approvals Comparison Chart! Click Below!

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