How to create multiple Requested Items through Catalog item

[Sravani20]

Hello Dev Team, 

I have a requirement that need to get a Catalog item workflow to generate multiple approvals to each group manager when a User requests multi groups assigned to their account. If a User selects multiple groups, each group manager will get notified, and once they approve it needs to create a task for the Admin group. If anyone Rejects it will not create any task. I am thinking of Order Guide for creating Multiple Request Items for each group, but how can I achieve that? Please kindly let me know if there is another way to solve this problem.

Thank you in advance.

[Punit S]

To achieve your requirement of generating multiple approvals for each group manager when a user requests multiple groups assigned to their account, you can utilize Order Guides and Requested Items in ServiceNow. Here's an approach you can take:

1. Set up your Catalog Item: Create a Catalog Item that allows users to select multiple groups they want to request.

2. Configure an Order Guide: Create an Order Guide for the Catalog Item. In the Order Guide, configure the Requested Items to be dynamically generated based on the user's selected groups. This can be achieved using variables and variable sets.

3. Create Group Manager Approval Workflow: Set up a workflow that triggers an approval process for each group manager. Within the workflow, create individual approval activities for each group manager. This can be accomplished using Approval Nodes or other workflow activities. Configure the approval nodes to notify the respective group managers and define the approval conditions.

4. Create an Approval Task for Admin Group: Once all the group manager approvals are completed successfully, create a task for the Admin group using a subsequent workflow activity.

5. Implement Rejection Handling: If any group manager rejects the approval, configure the workflow to handle the rejection accordingly. You can add a condition in the workflow to check for rejection and prevent the creation of the Admin group task.

6. Test and Validate: Test the workflow by submitting requests with multiple group selections and verify that the approval notifications are sent to the respective group managers. Confirm that the Admin group task is created when all group manager approvals are obtained, and no task is created if any approval is rejected.

This approach allows you to leverage the flexibility of Order Guides and Requested Items to dynamically generate approvals based on user selections. By setting up a multi-step workflow, you can manage the approval process for each group manager and handle rejections appropriately.

Please note that the implementation details may vary based on your specific requirements and configurations in your ServiceNow instance. It's recommended to thoroughly test and validate the solution in a non-production environment before deploying it to a live environment.

Please mark my answer as a solution/helpful in case it adds value and moves you a step closer to your desired ServiceNow solution goal.

Thanks,
Punit