Order Guide Variable Set to Request

[jonathanbyates]

I am trying to pass Variable Sets to the request from an order guide. I have tried cascade variables, but having no luck there. Is this something that will need to scripted or run as a WF?

It is not the Items Variables that I am struggling to pass, it is the Order Guide Variables.

Order Guide with Variable Set:

Place Desired:

Thanks for any help!

[Jace Benson · Accepted solution]

Order Guide Variables have 2 functions;

1.   Determine what Catalog Items will be included on next step of Order guide.

2.   Pass information to said catalog items.

They do not get stored in the system after submit.

The only way I know of to set this data on the Request would be to add that variable set to one of the items, and then in the items workflow, write them to the request.

The problems with that is are they always going to get this specific item, if not, then you might have to add the set to other items and then update the request only if the fields are not already set.

[jonathanbyates]

I thought that was the case, I was hoping there was a magical other way though. So I will just have to create an Item called Onboard a User, and place the variables there, correct?

[allison_holt]

Hi Johnathan,

You'll need to create a variable set that you will use on all of the items that are options in the order guide.   For items that are available outside of the order guide, you can hide the free form fields (First Name, Last Name, etc) and just have a reference field with the user info using UI policies.

We currently do this for our onboarding.   We have a variable set called New Personnel Info that includes the free form fields of First Name, Last Name, etc (since they do not exist in ERP/AD yet), along with information like location, due date, and other relevant fields that need to be passed onto other items.   We then have the workflows to app teams wait for our NOC to populate the newly created AD account because they can't grant access until they have the AD account.

Then on the individual items you can add additional items that you need to outside of the information in the variable set that is specific to what else is being requested, like level of access, etc.

First page of our Order Guide:

Banner Application Form within the order guide (I selected Banner on the First screen.   Notice that the information from my free fields are populated)

Banner Application request stand alone in our Service Catalog (we hide the free form fields, as we know the employee information)

Hopefully that all makes sense!

Please let me know if you want any more info or want to call and talk through it.

Thanks!

Allison