SCTASK Approval Flow Customization for IRM Catalog Item

[Majji Koteswar1]

Hi Team,

We have a requirement within IRM to develop a catalog item. The catalog form has been created, and we are currently working on configuring the approval workflow. Upon submission and managerial approval of the request, SCTASKs are to be generated and assigned to the respective control owners selected on the catalog form. These tasks are solely intended for approval purposes. This functionality has been implemented successfully.

To facilitate the approval of the SCTASKs, the business has requested a dropdown field to capture the approval decision, with the following options:

1. Approved

2. Additional Information Required – Should trigger an email notification to the requestor

3. Create a Policy Exception – The requestor will be required to raise a policy exception

4. Control Not Applicable

My initial approach is to configure the dropdown on the SCTASK form and ensure it is conditionally visible only when triggered by this specific catalog item. I would appreciate your input on this approach, and whether there are any best practices or simpler alternatives to meet this requirement—preferably without impacting the global configuration and ensuring it remains applicable solely to this catalog item.

Thank you for your time and suggestions.

Regards,

Majji

[OlaN]

Hi, 

The main issue with your described scenario is this: "These tasks are solely intended for approval purposes."

So you're generating tasks without the need for a task, and the task is designed to handle an approval-type of situation, which is another base-line functionality.

In general I believe this will be a bad idea, and you might need to rethink the process, and use approvals as intended instead.

[Majji Koteswar1]

Hi @OlaN 

Thank you very much for your response. I appreciate the clarification—it makes things clear.

To summarize, in the current implementation, the user selects a category from the catalog form. Based on this selection, we display a corresponding list of controls(sheet) relevant to the request; however, the user does not select individual controls at this stage. Once the request is submitted, we query a custom table using the selected category.

The result of this query yields a set of control records, for which tasks are automatically created and assigned to the respective owners. Each task includes a description containing the control name and number that the assignee is required to review and approve. This functionality has been implemented using scripting within the flow.

At present, we are working on implementing the dropdown functionality. I would appreciate your guidance on how to proceed further based on this requirement.

Thanks,

Majji

[OlaN]

Okay, thank you for clarification.

Since it's a catalog task you're working with, I would suggest that you add these suggested options as a variable on the request, and evaluate the option as the task is closed, and continue the processing on the results of the option-value.

Does that make sense ?

[Ehab Pilloor]

Hi @Majji Koteswar1,

You do not need to add new fields on sc_task for one specific item. Use Resolver variables to be available on Sc_tasks only. This way information can be added on sc_task level without need of fields that would not be relevant for other catalog items.

Regards,

Ehab Pilloor