Replace approver in workflow

[peshwen]

Hi,

I want to change approver in workflow. There might be many workflows where I have to make changes.So please can anyone tell how to do this in efficient way.

Thanks in advance.

Nikhil Peshwe

[staceyrocheleau]

If you're wanting to change an active approval, you can check the "My approvals" and filter it to that person. Then select all and do a mass update.

If you're wanting to change a workflow approval, I recommend using a group, dynamic (field/variable) value or an input into the workflow which allows you to easily change the approver without updating the workflows.

Can you provide more details?

[peshwen]

I have situation like this: There is approver A..but from now he will be not available..so i need to replace approver A with approver B..

[staceyrocheleau]

As another poster and I recommended, it is best to use groups or a dynamic value in workflows. You will have to update your workflows. Here are some options:

1. A group approval and keep that group updated with the current approver.

2. A look-up table. We use an application owner table and it pulls the approver from there. Your workflow will go to this table and look up the approver it should use. In the approval activity check "Advanced" and add a script to push the approver into the variable answer. Here's an example:

var answer = [];

var gr = new GlideRecord('u_application_owner');
gr.addQuery('sys_id',current.variables.select_list);
gr.query();

if (gr.next()) {
  answer.push(gr.u_owner.sys_id);
}

3. Send the approver in via a field, variable or input to the workflow.

You will do this update to all of the workflows and never have to update the workflow if that person changes in the future--you would just update the group, table or input depending on your solution.

[randrews]

why not appoint person b as a delegate for person A in Service first...

this way you don't have to change ANYTHING in your workflows etc for a temporary outage... just set the start and end date...

In point of fact i don't handle these requests anymore at ALL

we built a "Set a Deleagate" item that gets who the delegate is for... a start and end date.. then runs a script after it is approved and sets the delegate automatically....

now when people call me because an approver is out of the office.. the answer is always fill out the set a delegate item.. and i don't have to worry about hr approvals etc.