Change Approval should be Automatic once Risk Assessment Completed

[wefw]

Hi, 
Present in change Request once we click on the Request Approval button then Approval are triggered. But we need this step to Automate. Once Request is created and Risk Assessment is Submitted then Approval should be Automatic without Clicking the button.

I tried to do this in flow by checking the assessment record that attached to change. But i am unable to check that because in look ups record is not fetching as this won't wait till assessment is submitted.

Can anyone help in this?
Thanks

[kaushal_snow]

Hi @wefw ,

You can use Flow Designer...

• Trigger: Flow starts when the Change Request state changes to Assess or when a risk value is updated.....
• Condition: Only proceed to approval if a related Risk Assessment instance exists for that change....
• Action: Automatically create or skip approvals, or move the state accordingly. You can even call the built in Apply Change Approval Policy action if approval is still required.....

If you found my response helpful, please mark it as ‘Accept as Solution’ and ‘Helpful’. This helps other community members find the right answer more easily and supports the community.

[wefw]

here change request state moves to Assess when we click on Request Approval button, but now we don't need to do this step manually.  this should be automatic. 
And Risk value is empty before submitting the Assessment and also after submitting the assessment.

So i created one new flow with trigger conditions as state is new, model is normal. and then look up record for assessment record which is associated with change. but its not working

[Dr Atul G- LNG]

Hi @wefw 

I am a business process consultant, and I’d like to share some thoughts from a process perspective. While it’s understandable that the goal is to automate the process, it's important to first identify any limitations or pain points before proceeding. Here are a few key considerations:

1. Incomplete Risk Assessment Submissions
   If a user completes the risk assessment form but forgets to provide some mandatory information required for approval, the request will be rejected and will need to be reworked. This creates inefficiency.

2. Multiple Submissions
   There are cases where users are not satisfied with the first risk assessment submission (e.g., during sharing or feedback stages—I’ve seen this as a Change Manager). So, they submit it again, leading to duplication and extra effort.

3. Rejection Handling
   If a request is rejected, and there is no change in the risk information, the next submission would follow a manual process. This again introduces unnecessary manual work unless improvements or updates are made.

4. User Permissions
   Are all users allowed to file or complete the risk assessment, even for sensitive or specialized use cases?

5. Incorrect or Incomplete Assessments
   If a user submits an assessment with insufficient or incorrect details, what is the process for review and correction? Does this trigger rework or delays?

Summary:
Before automating the process, it’s important to first identify and fix current issues, limitations, or bottlenecks. Automating an inefficient process will only replicate those inefficiencies at scale.

[Rafael Batistot]

Hi @wefw 

The approval change request flow, normally is by workflow editor 

See how work, this might help you 

https://www.servicenow.com/community/itsm-articles/change-management-process-workflow/ta-p/2299141