An (resusable) approval flow for Case tasks based upon a Mult-row variable set

[Sruthi18]

Hi Community ,

Please help me in achieving this ! 

1. generate or copy/use a simple finance request form that has a MRVS and three to four questions; including the name (Reference field) to the approver

2. generate a reusable (Sub flow) or custom action designed to:

 for each row in the MRVS provided,

generate a CSTASK task what includes the variable names and responses for every variable (column of the MRVS) in the description.
generate an approval record for the CSTASK to the named approver (which is one of the columns in the MVRS)
3. generate a second reusable (Sub flow) or custom action designed to:

for all the case tasks associated with a case (a loop)
Check for an approval record associated with that case task
If Approved, mark the case task as Closed Complete, and update the case tasks Short Description as Approved
If rejected, mark the case task as Closed Incomplete, and update the case tasks Short Description as Rejected
If the approval record is still pending, mark the case task as Closed Skipped, and update the case tasks Short Description as No Action

[Omkar Mone]

Hello Shruthi,

It appears that this is a requirement for you to work on, but you seem to be relying on the community to do it for you. Could you please clarify what steps you’ve taken so far and where exactly you’re stuck?

The community is here to assist, but we encourage you to make an effort first and seek help only if you encounter challenges.

[yuvarajkate]

To implement this, you would follow a structured approach to streamline the finance request process using ServiceNow's capabilities. Here’s how you can go with it:

1. Start by creating a user-friendly form to collect finance requests. The form should include a multi-row input table (MRVS) for details like expense type, amount, justification, and the approver. Add any additional fields for requester information and supporting details.

2. Build a reusable process to handle each row in the MRVS. This involves creating tasks in the system that capture the details of each row, such as the expense information and justification. Alongside, set up an approval mechanism to notify and request actions from the approvers specified in the MRVS.

3. Create a second reusable process that monitors and updates the status of these tasks. For each task, check if its approval is complete:

   • If approved, mark the task as completed with a note indicating approval.
   • If rejected, mark it as incomplete with a note of rejection.
   • If no action is taken, skip the task with a note indicating no action.

4. Test the solution by submitting finance requests and verifying the tasks and approvals are generated correctly. Ensure the statuses update accurately based on the approval outcomes.