Knowledge Approval - Group field
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‎08-02-2023 10:22 AM
We recently upgraded to UTAH. There is a field named "Group" in the KB article approval form. What is that field used for?
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‎08-02-2023 12:01 PM
Hi Jenny, I tracked this down for you because I was curious as well. Group feeds into the table sysapproval_group
Take a look at the documentation "Approval - Group workflow activity" https://docs.servicenow.com/bundle/utah-build-workflows/page/administer/workflow-activities/referenc... and "Approval Coordinator workflow activity" https://docs.servicenow.com/bundle/utah-build-workflows/page/administer/workflow-activities/referenc...
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‎08-03-2023 07:52 AM - edited ‎08-03-2023 07:55 AM
My team will also upgrade to UTAH soon. I have been looking into ownership groups for the KBs. I am still digging for details. Do you know if this approval "group" field relates to Ownership Groups that can be assigned to KBAs?
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‎08-03-2023 08:04 AM
When the knowledge contributor creates a new KB article there is a field in the form named Ownership Group. It is best to make this a required field. Ownership groups are important. When the article is submitted for approval (publish/retire), there is a new field with the name Group in the form. What is the purpose of the Group field when a group is selected, and the KB article is approved for publication or retirement?
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‎08-03-2023 08:10 AM
I think they are different but can be used together - I found this on another post:
Approval group allows you to approve the records based on "n" number of conditions.
Eg. If you require 50% approvals from group A and 100% approvals in group B, it is easier to configure those approvals using approval group activity.
Approval user activity allows you to select a single group ( optional ), in which you can have all the members from the group as approvers. The Approval Group activity will generate a "group approval" record (extends from task table) that could give you more flexibility if you want to code anything.
Each group approval record groups all individual records underneath. If you cancel a group approval, you cancel all individual approval records.
Let's say you have an ownership group set up for your IT knowledge, but anything assigned to an HR category also needs to be approved by at least 1 person from the HR team. If I'm understanding this correctly, the approval group might have 3 HR people in it, but only one of them has to approve. In the documentation I see, approval groups seem to be used in other areas of the system, such as change management.
