Automating Multi-Step Approval and Training Workflow for ChatGPT System Access in ServiceNow

[CDJ]

Hi all,

I'm working on an integration for a ServiceNow catalog item called System Access. In this catalog item, there’s a field called System that references the Infinity Catalog Item Variables table. This integration is specifically for the ChatGPT system.

When a user submits a request for ChatGPT access, it creates two RITMs:

1. The first RITM goes through manager approval.

2. If approved, a second RITM is created with the short description "System Access: ChatGPT" for that request.

Here’s where I need help:

• Once the second RITM is created, I need to set up an approval process. The approval should go to the Manager's Manager of the requester.

• If the approval is granted, I need to call an existing REST message to check the training status in Workday.

Based on the status returned:

• If the user is not enrolled, I want to enroll them.

• If the user is enrolled but hasn’t completed the training, I need to send reminders to the requester.

• If the training is completed, I want to initiate approval from the Business Owner and IT Owner for ChatGPT and the CMDB team.

• If that approval is granted, the user should be added to a specific group based on the KSA Request Group.

I’m looking for guidance on how to automate this approval chain and integrate these steps with Workday. Any insights on how to structure the logic for setting approvals and triggering the appropriate REST messages?

Thanks in advance!

[Tanushree Maiti]

Hi @CDJ 

I dont think here you need 2 RITM for fulfilling the Request. Process should be

1. Create catalog item with required variables.

2. Associate flow for the approval ,fulfillment with Automation

3. Once Request is submitted, it will go to approver

4. Once request is appoved, you need to start automated Fullfillment.

5.  Set up the integration as per this article: https://www.servicenow.com/community/developer-articles/chatgpt-integration-with-servicenow-latest-a...

6. Create the SCTASK

     i. You will send the payload ( input parameter i.e catalog Variable value) using flow Action

ii.. Do the required operation based on service Account access (integration user_

7. Once response is received at servicenow end

    a. autoclose SCTASK if response code is successful like 200,201

   b. Else SCTASK will open for Manual fulfillment.

Hope it will help you.