In today’s business environment, maintaining ethical standards and regulatory compliance is more important than ever. The Gifts and Entertainment Compliance Workflow in Legal Service Delivery helps legal teams manage the disclosure and approval process for business gifts and entertainment—ensuring transparency, accountability, and alignment with company policies.
🎁 What Is the Gifts and Entertainment Compliance Workflow?
This workflow enables employees to report the giving or receiving of gifts and entertainment, and routes those disclosures through an automated review workflow designed to simpliy the experience for employees and legal. Organizations can configure the workflow to their own policies using the ServiceNow Flow Designer.
Figure 1: One form simplifies the employee experience for gifts and entertainment disclosures
✅ Why It Matters
Unmanaged gift and entertainment exchanges can lead to compliance risks, reputational damage, and even legal consequences. This workflow helps mitigate those risks by:
- Streamlining disclosures with a simple intake form
- Automating approvals based on configurable policies
- Maintaining a centralized database of all reported gifts and entertainment
- Promoting ethical business conduct across the organization
🧩 Key Features
- Simple Intake Form: Employees can easily disclose gifts or entertainment received or offered.
- Configurable Policies: Legal teams can define thresholds, approval levels, and routing logic.
- Approval Workflow: Built-in flows trigger multi-level approvals based on disclosure details.
- Audit Trail: All disclosures and approvals are logged for compliance and reporting
Figure 2: Create multiple policies to auto-approve requests, reducing the need for legal team review
Figure 3: Policies can be defined for gifts or entertainment, recipient type, and amounts.
🔧 How It Works
- Submit Disclosure: An employee submits a gift or entertainment disclosure using the intake form.
- Trigger Approval Flow: The Gifts Approval Flow is triggered, initiating the approval process. This flow can be customized using Flow Designer to match your company’s policy 5.
- Review and Approve: Approvers at various levels (e.g., manager, legal team) review the disclosure and approve or reject it.
- Track and Report: All disclosures are stored in a centralized database, enabling reporting and audit readiness
🛠️ Configuration Tips
To configure the workflow:
- Navigate to: All > Process Automation > Flow Designer
- Open the Gifts Approval flow
- Modify triggers and actions to align with your policy
- Test and activate the flow to enable it for use
Get Started!
- Review the documentation and requirements
- Install the Gifts and Entertainment Compliance application (sn_lg_gifts)
- Follow the how it works steps above
