Is it recommended to implement approvals directly on Catalog Tasks [sc_task]?

[jilmac]

I have a question about approvals on Catalog Tasks [sc_task].

I know that approvals are commonly handled at the Request [sc_request] or Requested Item [sc_req_item] level, but I would like to confirm if it is technically possible and recommended to implement approvals directly on the Catalog Task [sc_task] table.

My questions are:

1. Is it supported / recommended to create approval records for Catalog Tasks [sc_task]?
2. Are there any OOB limitations or best-practice concerns with using approvals at the sc_task level?
3. If approvals are generated for sc_task records, where should they be visible to the approver?
   • Service Portal / Employee Center?
   • My Approvals?
   • Approval [sysapproval_approver] list?
   • Related list on the Catalog Task form?
4. Would the approval state on the sc_task record be updated automatically, or would additional configuration be required?
5. Is it better to keep approvals at the RITM level and only create/assign the task after approval?

The use case is that we need a specific Catalog Task to be approved before the fulfillment team continues working on it, but we want to avoid customizations that may not be aligned with ServiceNow best practices.

Any guidance or recommended approach would be appreciated.

[Dr Atul G- LNG]

Hi @jilmac 

You can do it, but it is not recommended. There can be many tasks associated with a single request, and if you require approval for each task, the process can become unnecessarily lengthy and inefficient.

It is generally better to implement approvals at the RITM or REQ level rather than at the individual task level.

[Tanushree Maiti]

Hi @jilmac 

Creating approvals directly on Catalog Tasks [sc_task] is technically feasible but not recommended.

Best practices dictate that approvals should occur at the Request Item [sc_req_item] level before any tasks (fulfillment task) are generated.

• A single request item often generates multiple tasks. Requiring individual approvals for every separate task creates a lengthy, inefficient, and bloated fulfillment process
• Catalog Tasks are inherently designed for fulfillers, not end-users. By default, end-users do not have roles to view or approve tasks, requiring the creation of complex and non-standard Access Control Lists
• OOB workflow and Flow Designer approval actions are natively configured to write to the parent [sc_req_item] table. Enforcing approvals at the task level means bypassing standard OOB pipelines and custom-building approval logic via scripts

Recommendation is process all necessary approvals before your flow or workflow generates any [sc_task] records