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

JGuerrero0323
Tera Expert

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.

    JGuerrero0323_0-1757055210768.png

     

    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.

 

2 REPLIES 2

Chaitanya ILCR
Kilo Patron

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
Tera Patron
Tera Patron

@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".

AnkurBawiskar_0-1757056426669.png

 

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.

Regards,
Ankur
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