i want combined two existing catalog form into one single form

[poco]

i have two catalog "onboarding form "and "new hire form" i want to make one single forms instead of both form "Digital onboarding " using all existing variables and workflow without single change .if user select onboarding need to visible related variables  if user select new hire visible related variables.

what is best practices for this 
A) order Guide 
B ) create new form and call existing workflows 

[Juhi Poddar]

Hello @poco 

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Juhi Poddar

[Viraj Hudlikar]

Hello @poco 

1. Catalog/Maintain items is used to create and maintain individual catalog items - like iPad, Laptop, etc. whereas Order guides are used to create a "collection" of related items - like a new employee. You can put your related items (created from Maintain Items) into one cohesive collection with options to select those items and fill in the details.
2. The main difference between a catalog item and an order guide is what happens after you submit them. A catalog item works with the cart where you can add multiple and then checkout. On the back end it creates a request, request item, and possibly approvals and tasks depending on its workflow or flow used. A record producer is ordered one at a time and creates one record on the back end, most commonly an incident. An order guide is used to guide the user into ordering multiple items.
3. A Catalog item request has only a single request item under it whereas an order guide can have multiple RITMs under it based on Rule Base.
4. Catalog Items and Record Producers are forms that people can fill out that will create records after being submitted whereas Order guides are a way to bundle catalog items together. Variables are the questions/fields that are asked on the catalog items, record producers, and order guides. They can be associated with those forms.
5. Order guides can handle multiple requests at the requested item level and still present it as one single item to the user. Behind the scenes you will create either a record producer or a catalog item for each access form. And then include these forms in the order guide. You can decide which request form to show based on user input on a previous page. I mean to say that the user will answer a few questions (you will put them as variables on the order guide) to describe the need and based on those answers, we will show the access forms. When user submits the order guide, it will create multiple requests for each form.

If you still struggling with Order Guide stuff check video as sometimes text is boring to go through and video helps
https://youtu.be/8MdjpofVaf8?si=SHwdY8wlpK202FyL

Docs link to Order Guide concept - https://www.servicenow.com/docs/csh?topicname=c_ServiceCatalogOrderGuides.html&version=latest

Docs link to Catalog Item concept - https://www.servicenow.com/docs/csh?topicname=c_IntroductionToCatalogItems.html&version=latest

If my response has helped you hit helpful button and if your concern is solved do mark my response as correct.

Thanks & Regards
Viraj Hudlikar.

[Viraj Hudlikar]

Hello @poco, 

Thank you for marking my response as helpful! 😊

I hope your concern has been fully addressed. If it resolves your issue, please consider marking it as the accepted solution. This will ensure others in the community can benefit from the solution too.

Thanks & Regards
Viraj Hudlikar.