Flow Query

[sagarpundir]

i want to send approval again again on requested item untill the user manager is empty using flow service now

[AJ-TechTrek]

Hi @sagarpundir ,

As per my understanding you want a ServiceNow Flow Designer solution where

* You’re working with a Requested Item (RITM) approval.
* Approval should keep triggering again and again until the “Manager” field on the user (Requested for) is empty.
* Once Manager = empty → stop sending approvals.

Best Practice Solution in ServiceNow
1. Avoid Infinite Loops
* Never directly loop an approval “again and again” — it can overwhelm users and the system.
* Instead, use a conditional check + Wait/Retry logic inside Flow Designer.

2. Flow Designer Steps
a. Trigger
* Flow: When RITM is requested (Trigger: Requested Item [sc_req_item] created).
b. Get the Manager
* Use Lookup Records → Table: sys_user → Get Manager field for Requested for.
c. Condition Check
* If Manager is not empty → send approval to manager.
* If Manager is empty → End Flow.
d. Wait & Retry (Loop Best Practice)
* After sending approval, add a Wait for Condition (e.g., Approval Response is Approved/Rejected).
* If rejected or timed out, you can re-trigger approval with a Flow “Do Until” loop pattern:
* Use a Subflow for approval.
* Wrap it in a “Do Until Manager is empty” loop.
* Add a sleep/wait time (e.g., 1 hr / 1 day) to avoid constant resends.

3. Implementation Pattern (Recommended)
In Flow Designer, implement like this:
1. Do Until → Condition: [Requested For.Manager] is empty
* Inside the loop:
* Create Approval → Assigned To = Requested For.Manager
* Wait for Approval Response (Approved/Rejected)
* If not approved, loop again after X hours (with Wait action to avoid system strain).

2. When Manager is finally empty → Exit loop.

4. Governance & Best Practices
* Don’t spam users → Always set a maximum retry count (e.g., retry 3–5 times). If still pending, escalate to CMDB/Service Desk.
* Audit Trail → Store resend attempts in a custom field on RITM or in Approval table.
* Use Subflows → Encapsulate the approval logic for reusability.
* Error handling → If Manager is empty from the start, skip approvals and notify the fulfillment team.

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Thank You
AJ - TechTrek with AJ - ITOM Trainer
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ServiceNow Community MVP 2025

[Ankur Bawiskar]

@sagarpundir 

Sorry your requirement is not clear.

What's your business requirement?

Once you share that we might be in better position to provide help

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