Catalog Item Workflow Question: How do you Run as?

[mrobins100]

Good morning,

I have a catalog item related workflow that runs as the system (so that it can create sc_task records) but after an Approval step, the workflow throws an error (see screen shot below) as if it was running as the requestor of the catalog item.

We implemented ServiceNow in June and all of our catalog item workflows run as the system user; I am curious how other admins and devs have their catalog item workflows configured.

How do you have your catalog item workflows configured?

A) To run as a system user?
B) To run as the user who initiated the session with an extra role? (If so, which role?)

C) To run as the user who initiated but you created ACLs to allow them to create sc_task records?

D) Another configuration?

Any help would be very appreciated

[AbinC]

Hi @mrobins100 ,
When the parent Request has the aforementioned OOB, demo-data workflow present, published, and active, the request is either: 

• automatically approved when the cost is under $1000, or
• it will generate approvals to have X or Y user(s) approve the Request.

When the Request is approved (whether automatically or manually), an OOB business rule "Cascade Request Approval to Request Item" kicks off and cascades the approval from the Request down to the RITM.

This triggers the ordered Catalog Item's Workflow or Flow.

To resolve this issue, it was recommend that the user import the Service Catalog Request workflow into their instance. If the user does not have this workflow, they can create one on sc_request with an Approval action to mark the parent Request as "Approved", or else the user can request from Support to provide the OOB workflow.

If this works, please mark it as helpful/accepted — it keeps me motivated and helps others find solutions.

thanks,

Abin

[GlideFather]

Hi @mrobins100,

I'd say that there's no universal answer, it'll vary based on the requirement..  

[Ankur Bawiskar]

@mrobins100 

those are flows and not workflows.

It might confuse members who are trying to help on your post.

Usually it's best to keep it as "System User" to avoid any insert issues on catalog tasks.

If my response helped please mark it correct and close the thread so that it benefits future readers.

[Dr Atul G- LNG]

Hi @mrobins100 

How do you have your catalog item workflows configured?

Atul: The screenshot state it is Flow not the workflow, so please take/use the right term.

A) To run as a system user?

Atul: You can use when you create the Flow,

B) To run as the user who initiated the session with an extra role? (If so, which role?)

Atul: No extra role, it is taken care by platform itself.