How to extract the Hr group from the Hr case and send an approval to the group manager

[akilareddy8]

Hi all, i got a requirement that whenever a hr case with Hr service "Service now access" is created, then the Hr group name should be extracted from the description of the case and send  approval to that hr group's manager and the hr admin (ex - xyz). 

After approval are done:

1) Add the subject person to the approved HR group(s).
2) Update the subject person's Support Country (according to the group) in the User Profile.
3) Auto Set the Dashboard for the subject person based on region:
4)LSA region → "HR Agent Overview Dashboard"
5) AMA & LSE regions → "New HR Agent Overview for Regions" Dashboard

3. HR Task Creation & Closure

Once access is granted:

1) Create an HR Task, task type – Provisioning, with all the case description details copied and assign it to (hr admin).
2) Once the task is reviewed and completed, system should auto close the case with work notes: "Access Granted".

4. Multiple Groups Scenario

If the HR case lists multiple groups:
1) Collect approval from each Group Manager and one Admin approval with the same approval email
2) After all approvals are received
3) Add the subject person to all approved groups. -> repeat the further process

***Validation / checks
Process must not be executed if:
1. Group is inactive.
2. Subject person is a Guest (start only if updated in Subject Person field).
3. Access grant + HR Task creation should wait until all required approvals are completed.


i have created a custom action in the flow, but somehow it is not working. Can anyone please help me here.

[Sandeep Rajput]

@akilareddy8 Could you please confirm if this HR Case is getting generated from a Record Producer? If this is the case, then instead of capturing the HR groups from the case description, you should try capturing from the case variables. A simple dot walk to the variables (assuming select_hr_groups is a list collector on the record producer which captures the selected groups.) in the flow action script will get you the list of selected groups.