Clarity on creating tables and how to use them in workflows.

[Tyler Jones]

Hello!

I am trying to get some clarity on creating custom tables and how they interact with a workflow. I have a catalog item, File Share Access, that requires the destination folder Department Head approval, the Requested For Manager approval, and a final group approval from our Admin team. The last two are easy to implement, but the Department Head approvals are giving me an issue. I created a new table called File Share Access Approvers with two new columns - Department Approver and Folder Name.

Here are a few questions:

1. What type of fields should those be? Currently I have the Department Approver as a Reference field to the User table and the Folder Name as a String field.

2. Second, how do I associate the Folder Names to the select box on the catalog item? I need certain people to approve based on what is selected in the dropdown menu.

3. Once I have the Folder Name field matching the variables on the catalog item, how do I associate the Department Approver field to each folder?

4. Finally, I'm guessing there's a glide record script to reach this custom table and approvers?

Sorry for the confusion, but I feel like I've signed up for a requirement that's a bit out of my scope lol. I'm getting there, but I'm learning as I go! Thank you for your patience and input.

[Dr Atul G- LNG]

Instead of creating this, create groups for the department and use group manager flow (OOTB)  as head of department

[Tyler Jones]

Would I do this in Flow Designer or Workflow Editor?

[Dr Atul G- LNG]

I recommend to go with Flow designer , you will get OOTB sub flow in same.

Mark helpful, if it solve the purpose. 

[Misgana]

Hello @Tyler Jones,

Why not just use the "If" flow logic in your flow 

for instance 

IF: 

condition

the field name of the drop-down and give it one value

THEN:

use the ask for approval action and give it the appropriate approver 

If this was helpful, hit the Helpful button.