Change management approval policies

[swapnilsoni]

Hello All,

There is a requirement in change management to add one more user or group in assess state. So for this i created ui action button in ui action button i called ui page to show popup to select user/ group. And created one Script include to generate approval for that perticular user/group once they selected. It is working fine.

Now the issue is if someone approve/reject the existing approval then adhoc approvals will be no longer required and videversal if adhoc approval one approves then existing one will be no longer required. so how can i implement this that if change assignment group approves then adhoc approval should remain requested and if adhoc one approves the assignment group approval should remain requested.

Please let me know if any solution i can implement.

Thanks

[Badrinarayan]

Hi @swapnilsoni  , 

You can do one thing , 

Try to create 2 fields , 

1.Manual Approval check box ( this field should be visibile in the new and assess state only )

2.Approval group (Reference field) ( should be visible if manual approval checkbox is set to true)

then when you are configuring the approval policies , when you create a approval defination. ,check the condition 

if approval is true and approval group is not empty , then give the group as approval group in the change approval defination answer

follow the same process as above flow which is given ,

Approval follow same as 

1.change request goes to assess state -> approval is sent to technical group -> then if manual approval checkbox is checked and then manual approval group is not empty (check in flow) -> apply change approval policies -> then evaluate the change model -> if everything goes well then authorise state

assess state approvals and manual approvals are not dependant here 

If you have any sort of questions regarding this , let me know 

Thanks regards

Badrinarayan

[HarishKumar6668]

Hi @swapnilsoni ,

Instead of change approval policies, you can trigger a Sub flow directly from your UI Action and handle both approvals within a single "Ask for Approval" action.

Here's how it works:

1. From the UI Action, call a Sub flow and pass two parameters:
   • The assignment group/user from the existing approval policy
   • The custom selected group/user from your popup
2. Inside the Sub flow, use a single "Ask for Approval" action and pass both the parameters to it.
3. Since both are in the same "Ask for Approval" action, when either one approves or rejects, the other will automatically be marked as No Longer Required — which is exactly the behaviour you're looking for.
4. After the approval action, add your conditions to proceed further based on the outcome.

Hope this helps! If this resolves your issue, please mark it as Helpful or Accept it as the Solution.

Regards,
Harish

[swapnilsoni]

Hi @HarishKumar6668 

I did the same, in ui action calling subflow to generate approvals. Now the issue is if i approve that then existing approval will be no longer required which we dont want. i want every group can approve . in each group anyone can approve. let me know if its possible.

[HarishKumar6668]

Hi @swapnilsoni 

If your requirement is to obtain approvals from only two groups, you can configure the process as shown below. This setup ensures that the workflow waits for a response from all members in each group before proceeding further.

This way, approvals (or rejections) from both groups are considered, and the process will only move forward once the defined conditions for each group are met.

However, if the number of groups is dynamic, this approach may not be suitable, as the configuration would need to be adjusted each time the number of groups changes.

Hope this helps! If this resolves your issue, please mark it as Helpful or Accept it as the Solution.

Regards,
Harish

[swapnilsoni]

Hi @HarishKumar6668 

I did exactly the same, but oob change policy is set to anyone approve so if existing approval(assignment group approval) approves then adhoc one also gets no longer required. So can we make changes in existing change policy if possible?