How to send approval to an external user ?

[Krishna137]

Hi,

I would like to send the approval request from "Approval User" workflow activity to an external user who is not present in the sys_user table using the user's email id.  We have the email id of the approver user in an variable . 

We tried to push the variable value(email id) to "answer" in the approval user workflow activity using the "Advanced" script in the workflow activity. But the approval process is not working. 

As per the community page https://community.servicenow.com/community?id=community_question&sys_id=bab9fd75db406fc0a39a0b55ca96... suggestion,  "You can do this with a mail script. Use email.addAddress(addressVar)" . But that didnt work as we are not sure where to include it and how to use it. It is not clear from that link how to use that mail script and where int he workflow. Can any one suggest how can we use that ?

Else please provide a solution how can we send the approval to an external user from the workflow . 

Thanks,

Krishna 

[Sumanth16]

You can modify inbound email actions accordingly.

if user is not in sys_user table then query that record and update the record to corresponding state, you need to do some functionality in your inbound email action.

[S_C Pressley]

Try assigning a Delegate? Or you can disable notification for the user record who doesn't want to receive notification. Then the notification will only be sent to your delegate.

[Krishna137]

Hi,

In the workflow , there is a "Approval- User" activity where we can add an existing user as the approver and he can approve the record. But instead of an existing user, we need to add an email id of the external user who is not present in the sys_user table.

The external user is supposed to receive the approval request notification and once he click on Approve/Reject link in the notification the corresponding task record should get approved or rejected accordingly. 

Thanks,

Krishna 

[S_C Pressley]

O i see! try this, I would instead use the create event activity and pass the email address as one of the parameters. Then from your notification record you can reference the parameter. This should send to external users without a problem.