Adding a user to multiple groups upon requesting through a catalog item.

[Sai_Dilip]

Hi,

I have a catalog item that lets user to select multiple groups at once that they want to join. Then the different managers of those groups should get approve request, and the approval state should be sent to the requester and user be added in the approved groups. How can I achieve this in a simple way? 🙂.

[Tony Chatfield1]

Hi, if each 'group' has a separate\different approval process, then I would consider separate workflow paths utilizing workflow approval activities.

[JamesEcoStratus · Accepted solution]

If I understand your question correctly, I'd recommend following these steps; You can create a ServiceNow catalog item that allows users to select multiple groups to join, sends approval requests to the respective managers, and adds users to the approved groups based on the outcomes of the approvals. Using Flow Designer and workflows will help you design a flexible and efficient process for this use case.

TASK: ServiceNow catalog item where users can select multiple groups to join, and the approval requests are sent to different managers of those groups; you can follow these steps:

Create a Catalog Item:

Go to "Service Catalog" > "Catalog Definitions."

Create a new catalog item for joining groups.

Define the catalog item with the necessary variables. You can create a multi-select variable to allow users to select multiple groups.

Create a Workflow:

Create a new workflow that is triggered when a request for the catalog item is made.

In the workflow, add activities to gather user input and handle approvals.

Use Flow Designer for Workflow Logic:

In the Flow Designer, use conditions to check which groups the user selected.

For each selected group, create a sub-flow or branch that sends an approval request to the respective manager of that group.

Approval Logic:

In each sub-flow or branch, use the "Approval - User" action in Flow Designer to send an approval request to the manager of the selected group.

Configure the approval request with the necessary information and approval options.

Update Request Status:

After all approval requests are processed (either approved or rejected), use Flow Designer logic to update the request status based on the outcomes.

If all approvals are granted, mark the request as "Approved."

Add Users to Approved Groups:

Use Flow Designer to add the user to the approved groups.

You can use the "Group Member - Add" action to add the requester to the selected groups.

Send Notifications:

Use Flow Designer to send notifications to the requester with the approval status and any additional information.

Test the Workflow:

Test the catalog item and workflow with different scenarios to ensure that users can select groups, approvals are sent to the correct managers, and users are added to the approved groups.

Publish the Catalog Item:

Once you have tested and verified that the workflow works as expected, publish the catalog item for end-users to access.

Training and Documentation:

Provide training and documentation for both end-users and managers on how to use and respond to the catalog item and approval requests.

Good Luck, 

James

[Abdul]

did you try this? only one ritm would be created right? what if one approver rejects the request does it mean the ritm would be rejected?