Work notes is not getting captured with approver's name who has approved the change request

[Sudheer961]

When change moved to authorize state, it will generate approvals in our instance, when the approvals got approved, it should move to scheduled state, But after approving the change, It is not showing the approvers name in the work notes tab who has approved the change and made it to scheduled state, instead it is showing the name who has updated the change lastly to authorize state.

In the above screenshot, I have moved the state to authorize. Next it generates set of approvals, Tia has approved the change request. It should be captured with Tia's name(approver). But it has captured with my name who has moved the state to authorize previously.

In this flow, we are using Run as "user who initiates the session". I don't think it may cause this issue.

The above screenshot defined the flow is If SDM group member is approved the change request then it will be updated to scheduled state automatically.

My question is Work notes should be captured with Approver's name who is performing action on the change request. Why is it showing my name as I have updated the change request to scheduled state?

I want to capture approver's name while moving from authorize to scheduled state. How can we achieve this?

[James Chun]

Hi @Sudheer961,

Comparing the screenshots, they are identical except that yours is missing 'XXX approved the task' comment.

e.g.

I believe this message is populated via the Approval Events (Task) Business Rule on the [shsapproval_approver] table.

In regards to the other comment - 'Group approval for CAB Approval approved by user xxxx.'.

If you run the Flow as the System User, it will be something like below:

I believe this message is created via the ChangePolicyApprovalActivitySNC Script Include.

You may be able to customize the ChangePolicyApprovalActivity Script Include to write the comments by the user who approves it, but it will require bit of customization.

[Sudheer961]

Hi James Chun, thank you for providing solution for scenario 2. Meanwhile I will check the solution which you have provided. Could you please try to provide the solution for scenario 1 which I have mentioned in previous reply?

[James Chun]

I don't think there is an easy way of doing this. You can run the Flow as the System user but the changes will be captured as the 'System'.

You may be able to do it via customizing the ChangePolicyApprovalActivity script include, but even if it's possible, it will take some effort with high customization.

[Sudheer961]

Hi James Chun, I have tried by changing the flow property as the system user, actually it doesn't make any difference. What I'm expecting is that state change activity should be captured with approver's name.

Is there any way to capture the approver's name instead of system administrator on above screenshot?

[James Chun]

If you read carefully into my last 2 responses, I mentioned that the change will be captured as the system user.

I also mentioned you may be able to do it via configuring the ChangePolicyApprovalActivity script include. However I am not certain whether it's feasible or not, and even if it is, it may require some heavy customization.