Configuring two level of approval for Advanced Risk Assessment

[Harsh Chitroda]

Is it possible to configure a two-level approval process within the Risk Assessment workflow in ServiceNow Advanced Risk (IRM)?

1. How can we design the approval process so that Level 1 (e.g., Risk Manager or Risk Owner) reviews and approves the assessment first, followed by Level 2 (e.g., Risk Approver or Risk Committee) providing the final approval?

Is there any guidance available on this?

[MaxMixali · Accepted solution]

Answer — Yes, it is possible to configure a two-level approval process within the Risk Assessment workflow in ServiceNow Advanced Risk (IRM).

You can achieve this through a combination of Flow Designer (or the legacy Workflow Editor) and the Approvals [sysapproval_approver] framework — which supports sequential, multi-stage approvals natively.

Below is a detailed approach for implementing Level 1 and Level 2 approvals for Risk Assessments.

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1. Understanding the Context

In IRM (Integrated Risk Management), the Risk Assessment (asmt_assessment_instance or a custom extension) can trigger approvals as part of the workflow or flow once an assessment is submitted.

You can configure approvals in sequence, such that:

• Level 1: Risk Manager / Risk Owner reviews and approves first.

• Level 2: Risk Approver / Risk Committee receives the request only after Level 1 approval.

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2. Implementation Steps (Flow Designer method – recommended)

Step 1: Identify approval roles or user fields

In your Risk Assessment record, ensure you have reference fields that define:

• risk_owner (Level 1 approver)

• risk_approver or risk_committee (Level 2 approver)

If not available, extend the table and add these fields.

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Step 2: Create a Flow for Risk Assessment

1. Navigate to Flow Designer → New Flow.

2. Table: asmt_assessment_instance (Risk Assessment).

3. Trigger: When state changes to “Awaiting Approval” or On Submit, depending on your process.

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Step 3: Add Level 1 Approval (Risk Owner)

• Add an “Ask for Approval” action.

• Record: current Risk Assessment.

• Approvers: Data pill → Risk Owner.

• Wait for: All approvals.

• If approved → continue; if rejected → update state = “Rejected” and end flow.

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Step 4: Add Level 2 Approval (Risk Committee / Risk Approver)

• Add another “Ask for Approval” action after the Level 1 approval block.

• Approvers: Data pill → Risk Approver or Risk Committee field.

• Wait for: All approvals.

• If approved → continue to closure; if rejected → update state = “Rejected”.

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Step 5: Update States / Notifications

• After both levels approve, add an Update Record action:

  • Set state = “Approved”.

• Add email notifications for each stage via Flow Designer (Send Email actions) or use OOB Approval Notifications.

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3. Implementation Alternative (Classic Workflow Editor)

If your environment uses legacy workflows:

1. Open the Risk Assessment Workflow.

2. Add two Approval activities in sequence:

   • Approval 1 → Assigned to Risk Owner.

   • Approval 2 → Assigned to Risk Approver or Risk Committee.

3. Configure transition lines:

   • On approval → proceed to next approval.

   • On rejection → end or rollback to draft.

4. Publish and attach the workflow to your Risk Assessment records.

 

5. Example Flow Logic Summary

Trigger: Risk Assessment Submitted

→ Ask for Approval (Risk Owner)

      if Rejected → Set State = Rejected → End

→ Ask for Approval (Risk Approver / Committee)

      if Rejected → Set State = Rejected → End

→ Set State = Approved

→ Notify Requester