How do I avoid multiple approval requests being sent to one user?

[drodriguez2]

In our change request form there are two glide list fields added for a list of approvers and a list of approval groups. When approval is requested the workflow sends approval requests to everyone in the list of approvers and approval groups. It requires an approval from everyone in the approvers field and at least one approval from each of the approval groups. The problem we are having is that one person could be a member of multiple approval groups so they are getting multiple approval request emails for the same change. Ideally, I would like for only one approval email to go out and either mark all of their approval requests as approved or no longer required. We already have something similar in place for other change types where if an approval request is sent to one person and a 2nd request is going to be sent to the same person later on in the workflow it doesn't send a 2nd one but the fact I'm not certain how to handle that when dealing with multiple groups.

[PeterWiles]

Hi there,

With out playing with it myself you could create a script on the approval notification that looks up to see if an approval has already been sent (maybe a flag or something on the actual record) and if this is true, don't send.

This would keep the approvals but only send one notification.

In regards to the approval action and the user belonging to multiple groups, this will depend on your process.

On the approval record, the "group" field shows if this is a group approval or if it's an individual approval. you can easily query this to see if it's a group approval or not. The issue would be deciding on what group the user is approving. If the user can approve on behalf of all the groups wit one approval (why would they reject one and not another) then you could easily just set the rest of the approvals to "approved" via   BR and just check on the conditions.

Pete