requested_for vs. Available For (Item is unavailable for this user)

[JGuerrero0323]

Hi community,

I'm facing a design issue in our Service Catalog and am looking for advice on best practices. My goal is to standardise the logic for selecting users and approvers.

Current Setup:

• We use a Multi-Row Variable Set (MRVS) with an editable requested_for variable to handle "On Behalf Of" requests.

• For internal Catalog Items, we restrict access using the "Available For" feature.

The Conflict:

• When a user updates the requested_for variable within the MRVS to select someone who is not on the "Available For" list, the form throws the error: "Item is unavailable for this user". Leading to a conflict upon submission.

The Temporary Fix:

• To work around this, we've added a separate reference variable (reference_on_behalf_of) outside the MRVS.

• This forces us to modify each individual workflow, creating a high maintenance overhead that is unsustainable.

  

  My Technical Question

  I'm looking for a more elegant and scalable solution. My core problem is this:

  How would you handle the requested_for variable to work consistently for all users, including those Catalog Items that utilise the Available For restriction?

  I need a standardised approach that connects directly to the approval flows, allowing us to manage them in a uniform way across all our Catalog Items, not just a few.

  I would greatly appreciate hearing about any real-world solutions or implementations you've used to solve this specific challenge. Thank you for your time and expertise.

[Chaitanya ILCR]

Hi @JGuerrero0323 ,

How about have the request_for as a reference type variable instead of Requested for type and may be have BR in place to mimic Requested for functionality 

my be have a variable set and set a standard name to variable and use the variable set across all the catalog and  use the variable name in the BR

Please mark my answer as helpful/correct if it resolves your query.

Regards,
Chaitanya

[Ankur Bawiskar · Accepted solution]

@JGuerrero0323 

My thoughts

-> Use the OOTB Requested For variable Type and not Standalone Reference variable

-> On your Catalog Item, set the "Access Type" to "Delegated". When set to "Delegated", the "Available For" user criteria is evaluated for the requester, not the person selected in "Requested For"

-> This allows individuals with access to the Catalog Item to order on behalf of anyone—even users who themselves don’t qualify via "Available For".

Good explanation here

Did you know? "Requested For"​ Variable Type and it's lesser known features! 

If my response helped please mark it correct and close the thread so that it benefits future readers.

[JGuerrero0323]

Hi @Ankur Bawiskar , thank you so much!

I had no idea about the "Delegated" option in the Access Type. After making that change, everything works as expected, which is exactly what I needed.

Your explanation was very clear and saved me a lot of time. I really appreciate your help!

[Ankur Bawiskar]

@JGuerrero0323 

Glad to help.