Event Approval Workflow Based on Coordinator Assignment

Problem Statement:
The client needed a more flexible approval process within a single event type to handle different
business scenarios based on whether an Event Coordinator was assigned. The existing event
approval process did not support conditional flows based on coordinator assignment and event
type, leading to operational inefficiencies and manual workarounds impacting around 30 users.

Specifically:

1.  Events with an assigned coordinator required manager approval before the coordinator could confirm the event.
2. Events without an assigned coordinator behaved differently based on event category:
   • If the Speaker Program is in the Office, the event should be auto-confirmed after MSL/CNL submission, without manager approval.
   • For other event types, manager approval was still needed after MSL/CNL submission.
3. Additionally, events with a coordinator assigned must have a start date at least 10 days
   In the past, from the creation date.

Challenges with Existing Functionality:

1. Single Linear Approval Workflow: The system could only accommodate one static
approval model per event type, which could not vary based on coordinator assignment or
event category.
2. Lack of Conditional Logic Support: No built-in support to dynamically adjust the
approval path based on field values like Assigned Coordinator or Event Type.
3. Manual Intervention & Compliance Risk: Teams had to manually determine whether an
event required manager approval or not, increasing the risk of errors and delayed
approvals.
4. Rigid Date Validations: No way to enforce conditional date validations.

Solution Implemented:

1.Dynamic Approval Configuration:

• Custom logic was introduced to evaluate the values of the Assigned Coordinator and Event Category fields to determine the appropriate approval flow.

• Two separate paths were created:

  ➤Path A (With Coordinator): Manager → Coordinator → Event Confirmed.

  ➤Path B (Without Coordinator):

  • If Event Type = Speaker Program In Office: Auto-confirm after the user submits the event.

  • Else: Manager Approval → Event Confirmed.

2.Automation via Flows:
      Salesforce Flow was configured to check the relevant conditions and trigger the correct approval steps automatically.

3.Conditional Validation Rule:

A validation rule was implemented to enforce that events with Assigned Coordinator = Yes can only be created if the event start date is at least 10 days
in the past.

Advantages of the Proposed Solution:

• Increased Process Efficiency: Approvals are now routed correctly based on real- time event context.
• Reduced Manual Errors: Automated logic eliminates the need for users to manually assess approval requirements.
• Enhanced Compliance: Conditional validations and proper routing ensure events meet regulatory and organizational standards.

• Number of events utilizing this solution quarterly: 15 to 20

   

Client Feedback on the Solution and Our Services:

The client was very satisfied with the final solution as Clear rules and automated actions led to faster event approvals and higher confidence in the process.

-Sai Shireesha Maramraju