Change Approval Policy - How to filter to require a subset of approvers within a group?

[Roger11]

I am trying to create a Change Approval Policy based on the Assignment Group of a change, but to only include members within the Assignment Group who are members of a second group (eg Change Champions) so that the approver list is restricted to a limited set of people within the chosen Assignment Group (and generate a skipped approval if that group doesn't have any change champions).

The only way I can see of achieving something like this would be to use a Business Rule so that if the BR can detect that it is a change and that we're currently running this stage of the approval process, cancel the insert of any records of users that don't belong to this change champion group. Is there a better way (if this is even a consideration).?

[Madhan somesh]

Hi @Roger11 ,

You can create a simple flow using Flow Designer. which triggers whenever the approval record is created/updated based on your logic.

Once it is triggered you can check the assignment group & if it doesn't match the change champions condition you can update the state to no longer required or Cancel.

This is one way to achieve it & also simple & no-code.

Please mark it as "Accept as Solution" and " Helpful. if this solution helped you.

Thanks & Regards,
Madhan Somesh.

[Roger11]

Updating the state to no longer required means that the approval request would have been sent out. In my current testing sample there are 43 people in the assignment group, of which 10 are change champions, that means 33 irrelevant emails (or spam as I like to call it) - So I think a business rule would be preferred so that the approvals are nipped in the bud before they can trigger further activity. 

However, looking at the approval records being created, they do not populate the field wf_activity like the old workflows do, so there is no way to tell if this approval is for the change champions within the assignment group or a subsequent approval that is required once the change champions have approved it (eg, CAB approval, GM approval etc) where change champion logic is not required.

[Roger11]

As an additon, the change approval policy allows me to pick either a group or a user - but no means of scripting this (or is there?)

[Madhan somesh]

Hi @Roger11 ,

You're right. a Business rule would be the right fit for your scenario than a flow designer.

You can go ahead with a Before insert business rule to fulfill your requirement.

Please mark it as "Accept as Solution" and " Helpful. if this solution helped you.

Thanks & Regards,
Madhan Somesh.