Add users (from list collector field) to the group/s selected in a list collector field

[ss123]

Hi All

Can I ask how do we automate that when we select user/s (from list collector field), they will be automatically added to the group/s selected in a list collector field , after the group manager approval. Note: Using Flow Designer

Example:

List collector field name for the users: users_to_be_added

User_1, User_2, User_3

List collector field name for the groups: group_records

Help Desk, HR Group

Once the form is submitted in the portal, the group managers of Help Desk, HR Group needs to approve first, once they approve, User_1, User_2, User_3 will be automatically added on those groups.

Thank you.

[Ankur Bawiskar]

@ss123 

you can iterate using For each for that list collector and then add the user to individual groups

what did you start with?

OR

you can also use custom action in flow and pass the values for both the list collectors and then use script for this

[Vishal Birajdar]

Hi @ss123 

You can try below steps :

Step 1: Trigger - Service Catalog

Step 2 : Action  - Ask for approvals

Put your group name as per your need

Step 3 : Add flow logic - If condition

To check if Its approved

Step 4 : Look up for user records from variable list collector (Users)

In condition , use script to get the "Users" list from variable // you can use your variable name

Step 5 : Use flow login - for each

This will iterate through users which we will get from step 4

Step 6 : Look up for Group records from variable list collector (Groups)

use the script in condition 

Step 7 : Use flow logic - for each

To iterate through each group

Step 7 : Use Action to create record in "sys_user_grmember" table

Use sys_id , from user & group record

Final flow should look like this 

Note : for the already existing group member, you can use script to check if user is already member of group and eliminate that from list of sys_id.

[ss123]

Hi @Vishal Birajdar in 

Step 2 : Action  - Ask for approvals

Put your group name as per your need

The approval from the group managers are not  manually added in the flow, the groups are added by the requesters. So the group manager approval/s should be dynamic. Thanks

[Vishal Birajdar]

Hi @ss123 

1. You can add on "Look up records" ('sys_user' table)action before "Ask for approval" activity with script condition 

2. Condition Script : 

Here will will get the group managers sys_id form list collector (groups)

var groups = fd_data.trigger.request_item.variables.groups;

var managerArray=[];

var grGroups = new GlideRecord('sys_user_group');
grGroups.addEncodedQuery('sys_idIN' + groups);
grGroups.query();
while(grGroups.next()){
//get managers
 managerArray.push(grGroups.getValue('manager'));
}
var managers = managerArray.join(',');
//return the sys_id of managers to lookup records
return 'sys_idIN' + managers;

3. Update the ask for approval activity

Drag n drop the user records from 1 look up record activity.

Final flow be like :