To send approvals to third party through integration which is best practice, feasible & efficient?

[KM SN]

for catalog items I am depending on third party i.e. power automate to get approvals done created in ServiceNow. Through integration I am sending approval details to power automate, once after approval is done will get back approval status to ServiceNow.

I have made generalized sub flow so that one can use multiple times in same flow or in different catalog items as well.
ex. If I have 4 approvals, I am calling 4 times sub flow inside the flow.

or else I can do on same approval table? which is good to go?

I am going to have multiple catalog items where I should make these calls either inside the flow or from approval table itself using Business rule?

Note: details might change according to catalog item which I need to send them.

[Dr Atul G- LNG]

Hi @KM SN 

Thinking loud, is it impossible to give approver access over the portal to the third party?

[Ankur Bawiskar]

@KM SN 

considering you are managing approvals outside ServiceNow and then once approved/rejected in 3rd party you are updating the Approval status within ServiceNow record.

You can make sure that subflow is generic enough so that it can be called from flow for respective catalog item, the part to update the approval record within ServiceNow can be static based on what API response you get.

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

[KM SN]

If the data need to send is sometimes modified based on the catalog item in this case what could be better option?

May I know why we should not trigger the rest outbound calls whenever record is created in approval table itself using BR?

[Ankur Bawiskar]

@KM SN 

you can trigger the outbound call either via After insert BR on approval table or use flow designer for this with low-code no code approach

You can have a custom flow action which invokes the API or a subflow step

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