request item is in progress create the 5 catalog task and assign to 5 different groups

[shivanitana]

request item is in progress create the 5 catalog task and assign to 5 different groups.dont allow RITM & Request to close until all catalog task close please suggest me best approach

[pavani_paluri]

Hi @shivanitana ,

Step 1: Trigger
When a Request Item (RITM) is created, your workflow/flow designer should automatically kick in.
That’s the starting point.

Step 2: Create Catalog Tasks
The flow should generate 5 Catalog Tasks right away.
Each task should be assigned to a different group (you can hardcode the groups or use logic to pick them).
This ensures the work is distributed.

Step 3: Keep RITM Open
By default, RITM can be closed manually, but you don’t want that.
Add a business rule or flow condition:
If someone tries to close the RITM, check all related tasks (`sc_task`).
If any are still open, block the closure and show a message like “All tasks must be closed before closing the request.”

Step 4: Auto‑Close RITM
In Flow Designer, after creating tasks, add a “Wait for Condition” step:
Condition: All 5 tasks are closed.
Once the condition is met, update the RITM state to Closed Complete.
This way, closure happens automatically and only when everything is done.

Step 5: Parent Request Behavior
The overall Request (REQ) should also stay open until the RITM is closed.
Since the RITM won’t close until tasks are done, the REQ naturally stays open too.
No extra scripting needed here.

Flow Designer handles the automation cleanly.
Business Rule ensures no one can bypass the process.
Together, they guarantee: Request stays open → RITM stays open → Tasks must all close first.

Mark it helpful if this helps you to understand. Accept solution if this give you the answer you're looking for

Kind Regards,

Pavani P

[Its_Azar]

hi @shivanitana 

The best approach is to use a Flow Designer flow or Workflow on the RITM. When the Request Item moves to “In Progress,” automatically create the 5 catalog tasks and assign each task to the respective assignment group.

• In Flow Designer/Workflow, add a “Wait for Condition” step to wait until all catalog tasks are closed.

• Or create a Business Rule on sc_task that checks whether all related tasks are closed before allowing the parent RITM/REQ to move to Closed state.

[Tanushree Maiti]

Hi @shivanitana 

Best approach is to use Flow Designer with parallel task creation and a "Wait for Condition" to monitor task status.

Trigger

• Trigger: Service Catalog (when a request item is created).

Create the 5 Catalog Tasks (Parallel)

• Add a "Do the following in Parallel" block.
• Within this block, add 5 "Create Catalog Task" actions.
• Assign each task to its respective group and populate necessary fields.
• Crucial: Ensure the "Wait" checkbox is NOT checked in these 5 task actions, otherwise, it will create them sequentially.

Wait for All Tasks to Close

• Outside the "Parallel" block, add a "Wait for Condition" action.
• Configure the "Wait for Condition" to look at the [sc_task] table.
• Set the conditions:
• Request Item is [Trigger -> Request Item]
• Active is False (This ensures all tasks are finished).

Close RITM and REQ

• After the "Wait for Condition" action, add an "Update Record" action.
• Update the Trigger -> Request Item record.
• Set State to Closed Complete.
• Set Stage to Completed.

Ref for screen shot: https://www.servicenow.com/community/developer-forum/help-with-parallel-tasks-in-flow-create-task-af...

Note :Parallel tasks in ServiceNow workflows, managed through the Join activity, require all initiated paths to complete before proceeding .  If you are using Legacy Workflow, and you need to update existing workflow let me know. will share you the design.