Requested Item Approval Workflow to outside staff without a license

[terrieb]

I am building a workflow for a catalog item that needs an approval from staff outside of our department, so they do not have a license/role to view the item and then decide whether to approve or disapprove.

Currently this request is handled by a task assigned to an internal group to send  an email to outside staff and then once they reply to that email, they update the task with either closed complete state, it (if approved) or closed  incomplete (if denied).  

We are hoping to automate this process instead.

I know I can built a separate notification, however how do I populate within the notification the variables from the requested item?

The variables needed with the email are:

Contractor Name

Contractor Department

Selection options (check boxes)

I also need to add an Approve or Disapprove button within the email as the approver will not have access to the Requested Item to review it like in our CAB Approval emails.

Thanks

[Harneet Sital]

Hi Terrieb, 

You can simply create a notification on 'sc_req_item' table and use it as dynamic variables wherever you need values populated - 

${current.variables.contractor_name}

For building the approve, and reject buttons use this article as a reference. Make sure you have a corresponding inbound action/flow to process these responses -  

https://community.servicenow.com/community?id=community_question&sys_id=f7e48187db668c54d58ea345ca96...

If you have further questions, I can help. 

-Harneet Sital
Request you to please mark my answer as helpful or correct based on the impact
Find all my ServiceNow articles here

[Mahendra RC]

Hello @terrieb 

If you want to auto approve or reject the approval, then you have to create a notification on sysapproval_approver table.

Please refer the below article and it is created for the similiar requirement that you have to implement. You need to go through the article to understand it and you will be able to achieve your requirement:

https://community.servicenow.com/community?id=community_article&sys_id=5e5965c8dbd4b7c04819fb2439961...

If my answer helped you in any way then please do mark it as helpful. If it answered your question then please mark it correct and helpful. This will help others with similar issue to find the correct answer.

Thanks

[Mahendra RC]

Hello @terrieb 

Just wanted to check with you, if the above response answered your question. If you feel that your it is answered, then please do close this thread/question by marking the appropriate response as correct.

Thanks