How to identify Service Catalog items linked to specific approver groups?

[nameisnani]

Hi Community,

I need help identifying the list of Service Catalog items that are associated with the following approver groups:

• FSD-FCIT_SM-APR

• FSD-FCIT_SO-APR

This is an information-only requirement. I am not looking to modify any workflows or approvals, just to understand where these groups are currently used as approvers (via catalog item approvals, workflows, flows, or approval rules).

Could you please suggest the best approach or tables to check to extract this information accurately?

If possible please provide Screenshots for better understanding .

Thanks in advance for your guidance.

[Ankur Bawiskar]

@nameisnani 

no direct way to check in flow, but I used this approach in below link and it worked till some extent

Flow Designer - Search through flows efficiently with scripts 

to search in workflow check this

Finding references / sys_ids in Workflows 

💡 If my response helped, please mark it as correct ✅ and close the thread 🔒— this helps future readers find the solution faster! 🙏

[nameisnani]

@Ankur Bawiskar  I think this is not related to my query -

[Ankur Bawiskar]

@nameisnani 

you want to which catalog items are using either of those groups for approvals?

If that's your question then the links I shared should help you

If not then what's your query?

[adityahubli]

Hello @nameisnani ,

Please once check below code :

var flowsWithGroupApprovals = [];

// Step 1: Get all flows with group approvals
var gr = new GlideRecord('sys_hub_flow');
gr.query();

while (gr.next()) {
    var labelCache = gr.getValue('label_cache');
    
    if (labelCache && labelCache.indexOf('sys_user_group') > -1 && 
        labelCache.indexOf('approval_conditions') > -1) {
        
        try {
            var labelCacheObj = JSON.parse(labelCache);
            var groupSysId = '';
            var groupLabel = '';
            
            for (var i = 0; i < labelCacheObj.length; i++) {
                var item = labelCacheObj[i];
                
                if (item.reference == 'sys_user_group') {
                    groupSysId = item.name.replace(/{{static\.|}}'/g, '');
                    groupLabel = item.label;
                }
            }
            
            if (groupSysId) {
                flowsWithGroupApprovals.push({
                    flowId: gr.sys_id.toString(),
                    flowName: gr.name.toString(),
                    groupId: groupSysId,
                    groupLabel: groupLabel
                });
            }
        } catch (e) {}
    }
}

// Step 2: For each flow, check if it has catalog items linked
var groupsWithCatalogItems = {};

for (var j = 0; j < flowsWithGroupApprovals.length; j++) {
    var flow = flowsWithGroupApprovals[j];
    
    // Find catalog items directly linked to this flow
    var catGr = new GlideRecord('sc_cat_item');
    catGr.addQuery('flow_designer_flow', flow.flowId);
    catGr.query();
    
    // Only process if catalog items exist
    if (catGr.hasNext()) {
        
        // Initialize group entry if not exists
        if (!groupsWithCatalogItems[flow.groupId]) {
            // Get group name
            var grpRec = new GlideRecord('sys_user_group');
            var groupName = '';
            if (grpRec.get(flow.groupId)) {
                groupName = grpRec.name.toString();
            }
            
            groupsWithCatalogItems[flow.groupId] = {
                groupId: flow.groupId,
                groupName: groupName,
                groupLabel: flow.groupLabel,
                flows: [],
                catalogItems: []
            };
        }
        
        // Add flow info
        groupsWithCatalogItems[flow.groupId].flows.push({
            name: flow.flowName,
            id: flow.flowId
        });
        
        // Add catalog items
        while (catGr.next()) {
            groupsWithCatalogItems[flow.groupId].catalogItems.push({
                name: catGr.name.toString(),
                number: catGr.number.toString(),
                sysId: catGr.sys_id.toString()
            });
        }
    }
}

// Step 3: Display results - ONLY groups with catalog items
gs.print('========================================');
gs.print('GROUPS WITH CATALOG ITEM APPROVALS');
gs.print('========================================');

var groupCount = 0;
for (var groupId in groupsWithCatalogItems) {
    var group = groupsWithCatalogItems[groupId];
    groupCount++;
    
    gs.print('\n[' + groupCount + '] Group: ' + group.groupName);
    gs.print('    Group Sys_ID: ' + group.groupId);
    gs.print('    Group Label: ' + group.groupLabel);
    
    gs.print('    Associated Flows:');
    for (var f = 0; f < group.flows.length; f++) {
        gs.print('      - ' + group.flows[f].name);
    }
    
    gs.print('    Catalog Items:');
    for (var c = 0; c < group.catalogItems.length; c++) {
        gs.print('      - ' + group.catalogItems[c].name + 
                ' (' + group.catalogItems[c].number + ')');
    }
    gs.print('    ---');
}

gs.print('\n========================================');
gs.print('Total groups with catalog items: ' + groupCount);
gs.print('========================================');

This code will extract all groups which are linked with any catalog items.

If this helps you then mark it as helpful and accept as solution.

Regards,

Aditya