Populating of Task Comments and Worknotes to Ask For Approval on Requested Item

[priyanshp4]

Dear Community,

I am looking for a help, we have a use case where we have to raise an approval on a request to one team, and also populate the task comments which was raised earlier to request, I tried to find out the solutions but facing problem, can anyone please suggest who already implemented the same please.

[priyanshp4]

This is fine, but what for attachments because if we create copy of attachment then it will create duplicates of that, which is not good

[Sanjay191]

Yes , if you don't want to duplicate the attachment, you can move the attachment as well but it will remove the attachment from the  target table .  

[sachinvic]

@priyanshp4 

Hi,

You can handle this within your existing Flow Designer flow.

1. Comments: Capture the relevant comments from the VA Catalog Task and pass the required context into the approval using the Ask for Approval action.

2. Attachments: Use Get Attachments on Record to retrieve the task attachments. Iterate through them and use Copy Attachment to copy each attachment to the parent RITM.

3. Access: Ensure the next team's approvers have access to the RITM and its attachments.

This keeps the documents accessible through the parent request without attaching them separately to each approval record.

FYR: https://www.servicenow.com/docs/r/build-workflows/workflow-studio/ask-approval-flow-designer.html

Helpful? Please mark the response as Accepted Solution ✅ and close the thread  — this helps future readers find the solution faster.

Regards,
Sachinvic
✨ ArchX Certified | ✨ 16x ServiceNow AI MVP

[priyanshp4]

HI @sachinvic ,

I tried the thing to attach the comments  to parent RITM, those are not visible.

PF screenshot of Approval how it looks like for user:

Only catalog varibles can be seen here.

[sachinvic]

Hi @priyanshp4 ,

Looking at your screenshot, it appears you are using the native ServiceNow UI.

Copying the VA team's comments to the parent RITM will not automatically display them on the approval form. One option is to pass the comments through the Approval Reason field in the Ask for Approval action, so the approver can see the context while reviewing the approval.

For attachments, I would keep them on the parent RITM rather than move them, allowing the VA team to retain access. You can check whether the parent RITM's attachments can be exposed on the approval form through a related list or an appropriate UI configuration. This avoids creating duplicate copies for individual approvers.

I would first validate these options in a sub-production instance, particularly how the approval form displays the Approval Reason and related attachments.