Trigger Group Approval on Checkbox Selection at RITM Level

[sandhya51]

Hi Community,

I’m working on a scenario in our ServiceNow instance and would appreciate some guidance or best practice recommendations.

Use case :

• I have a checkbox field (
  cyber_approval_required;
  ) on the Requested Item (RITM) form (sc_req_item).
• This field is hidden on the ESC portal, so end users do not see or interact with it during submission.
• However, once the RITM is created, approvers or IT staff can edit the RITM record directly in the platform view.
• If an approver manually selects (checks) this checkbox field, I want the system to trigger a group approval process.

✅ Desired Outcome:

• When the checkbox is checked after RITM creation, a group approval should be triggered for a specific assignment group (e.g., "IT Security" or "Compliance Review").
• Ideally, this should happen automatically — either via Flow Designer or a Business Rule.

Questions:

1. Is Flow Designer the best approach for this kind of scenario, or is a Business Rule more reliable?
2. Has anyone implemented something similar and can share what worked best?

Any suggestions, examples, or links to documentation would be much appreciated!

Thanks in advance 

Sandhya.

[Saurabh Anand · Accepted solution]

Hi @sandhya51 ,

I achieved the same solution through catalog item flow itself. I added a wait for condition to check if that checkbox is set to true if it is true withing 5 days it will trigger the approval else it will pass if it didn't get updated within 5 days.

Please mark my answer as helpful if this solves your query.

[SANDEEP DUTTA]

Hi @sandhya51 ,

Flow would be easier to build. 

Trigger would be once the checkbox is checked, then action would be a ask for approval and assign to a group.