Flow breaks when the state of catalog tasks are manually changed

[sjjantz]

I have a flow attached to a Catalog Item which basically flows as noted below. If any of the tasks are manually changed to anything other than "closed complete", it breaks the flow, the fulfillers of this request need the ability to track the state of each task. I need to know how to modify this flow so that it will recognize when the first three catalog tasks all change to "closed complete" so the next approval request can be created.

Trigger: Service catalog

Actions

Get Variables from Catalog Item

Do the following in Parallel

-Ask for manager approval on Requested Item

-Create Catalog Task

-Create Catalog Task

-Create Catalog Task

If condition - If catalog tasks are complete

then - Ask for approval on Requested Item (different manager)

If condition - if both approvals are approved

Then - Create Catalog Task

If condition - if catalog task is complete

then  - Update RITM/Request Item Records

[Aditya_hublikar]

Hello @sjjantz ,

I have created flow as per your requirement and also created one flow variable to check whether all tasks are closed completed or not .

Please check following screenshots :

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5) 6) 7) 8))

If this helps you then mark it as helpful and accept as solution .

Regards,

Aditya

[AnkaRaoB]

Hi @sjjantz 

Instead of using an If condition, the flow should use a Wait for Condition step so it can continuously monitor the status of the Catalog Tasks and proceed only when they are completed.

1. After creating the Catalog Tasks

Keep your existing parallel structure as it is:

Manager’s Approval

Create Catalog Task 1

Create Catalog Task 2

Create Catalog Task 3

1. Add a “Wait for Condition” step

Configure the step with the following details:

Table: Catalog Task (sc_task)

Conditions:

Request Item =Trigger -- Request Item

State =Closed Complete

1. Configure the wait behavior

Set the flow to resume only when:

All matching records meet the condition

This ensures the flow patiently waits until all related Catalog Tasks are completed, even if their states change during processing.

1. Continue the flow

Once all tasks are in Closed Complete, the flow will resume and proceed with the remaining steps:

Trigger the second approval

Create the next Catalog Task

Update the RITM / Request Item

This approach makes the flow more reliable and prevents it from breaking when tasks are updated manually during the fulfillment process.

If this helps you then mark it as helpful and accept as solution .