Roled-based Request Form

HP6
Tera Contributor

‎05-17-2023 09:13 PM

Hi SN Community,
We have a request from the business to have one role-based request form to grant access to multiple applications without using the existing application access forms and the order guide. 
E.g. if they request the ‘Finance’ role, they’ll require access to Paypal, Bank account, Xero
The requirement is to have one catalogue item. This will optimise the auditing process of the access requests and benefit the requestors as they won’t have to submit separate forms. With the order guide method, each requested item would have an individual approval workflow and fulfilment task. However, the business is requesting all approvals to be generated at the RITM (‘Waiting for Item Approval’ stage) and all approvals must be acquired before the ‘Fulfilment’ stage. These approval requests will have unique wording to each approval group to inform them what the approval request is for as the form itself will only contain the type of ‘role’ requested.


Have you created a similar form? We're looking for best practices to fulfil this request without using order guides.

 

NOTE: by role-based I am referring to employee title Accountant/Analyst etc. Not ServiceNow role request from the sys_user_role table.

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Ratnakar7
Mega Sage
Mega Sage

‎05-17-2023 10:22 PM

Hi @HP6,

 

You can follow these steps:

  1. Create a new catalog item: Start by creating a new catalog item in the Service Catalog. This catalog item will represent the role-based access request.

  2. Design the form: Design the form for the catalog item to capture the necessary information from the user, such as the requested role and any additional details specific to the role-based access.

  3. Define the approval process: Define the approval process for the role-based access request. You can use the built-in approval engine in ServiceNow to configure the approval workflow. Each approval group should be included in the approval process, and unique wording can be added to the approval request to inform the approvers about the specific access being requested.

  4. Configure fulfillment: Define the fulfillment process for the role-based access request. This may involve provisioning access to the requested applications based on the approved role.

  5. Integrate with application access provisioning: If there are specific integration points required to provision access to the requested applications, you will need to configure those integrations. This could involve using APIs, connectors, or custom scripts to automate the provisioning process.

 

Thanks,

Ratnakar

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