How to automate the reassignmentof catalog item owner to active managaer by using flow designer

[saranya26]

How to automate the reassignmentof catalog item owner to active managaer by using flow designer,capture the logs based on tasks created

[keshav77]

@saranya26  

A Flow Designer solution can be implemented to automatically reassign the Catalog Item Owner sc_cat_item.owner) to the owner's active manager when the current owner becomes inactive. The flow can be triggered based on Catalog Task (sc_task) creation and can log all reassignment activities using either a custom audit table or Flow Designer logging.

Alternatively, a Scheduled Job/Scheduled Flow can be configured to run daily, weekly, or monthly to proactively scan the Catalog Item (sc_cat_item) table and identify records where the assigned owner in the sys_user table is inactive. The job then validates the owner's manager, updates the owner to the manager if active, and records the reassignment details (Catalog Item, old owner, new owner, execution time, and status) for auditing and reporting purposes. This approach ensures proper ownership maintenance and reduces manual intervention.

[Tanushree Maiti]

Hi @saranya26 

Refer:Log action 

Log step 

Flow Designer Fundamental

ServiceNow introduction to Flow Designer part 1 | Overview of ServiceNow flow designer with demo

https://www.youtube.com/watch?v=5RdUNGBSUK0&t=1012s

Try these sample steps:

1. Navigate to  Flow Designer and click New > Flow.
2. Name your flow (e.g., Auto Assign Catalog Item Owner) and click Submit
3. Click Add a Trigger and choose Record-Based > Created or Updated:
• Table: Catalog Item
• Condition: Owner | is not empty
4. Add a Look Up Record action.
5. Set Table to User [sys_user].
6. Set Condition: Sys ID | is | Trigger -> Catalog Item Record -> Owner -> Manager
• Add an If Flow Logic block.
• Set Condition: Step 4 -> User Record -> Active | is | true

•   Inside the If block, add an Update Record action.
•   Select the Trigger -> Catalog Item Record.
• ·  Fields: Set Owner to Step 4 -> User Record -> Sys ID

                     Add an Else block under the If condition.

                     d.Add a Create Catalog Task or Log action to route the update to a System Administrator group for review      

1. Click Add an Action and select Core > Log.
2. Set Log Level to Info (or Error/Warn depending on step outcome).
3. Format the Log Message dynamically by dragging data pills

• Example text string: "Catalog Item: " [Trigger->Catalog Item->Name] " owner changed to Active Manager: " [Step 4->User Record->Name]