RITM Group Approval – How to Send Approval Requests Only to Selected Members from a Custom 'Approver

[ArupR]

I'm working on RITM approvals and need to modify the default group approval behavior. I have a custom field 'approvers' (List of Users type) on the Group table that contains specific users who should receive approval requests.

My requirements:

1. Use Group Approval (not User Approval) to preserve which groups were requested
2. Only users in the custom 'approvers' field should get approval requests, not all group members
3. Don't want to manually extract user sys_ids and use individual user approvals

Current challenge:
When I use standard group approval, it sends requests to ALL active group members, but I only want the subset defined in my custom 'approvers' field.

I've considered scripted group approvals but want to ensure:

· It still shows as a group approval in the system
· The group relationship is maintained for reporting
· Only my specified approvers receive the request

Has anyone implemented something similar? What's the best approach - workflow script, business rule, or some other method that maintains the group approval context while filtering the actual approvers?

[Ankur Bawiskar]

@ArupR 

how will you determine to whom approval should go after Group approval creation?

How are you determining this?

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[ArupR]

@Ankur Bawiskar 

This is why we created a custom field within the Group.
It contains the list of users who should receive the approval requests.

Please refer to the screenshots below for better understanding.

[Ankur Bawiskar · Accepted solution]

@ArupR 

got it.

then do this

-> let the approval go to that group using OOTB Ask for Approval

-> use before insert business rule on sysapproval_approver table and see if this is generated due to Group approval i.e. Group field not empty

-> then grab the custom list field and see if the current approver is allowed or not

-> if not then use setAbortAction(true) and record won't be inserted

💡 If my response helped, please mark it as correct ✅ and close the thread 🔒— this helps future readers find the solution faster! 🙏

[ArupR]

@Ankur Bawiskar 
The issue is that when I generate group approvals, the system creates records in the sysapproval_approver table for each user in the group, but the Group field remains empty.

[Ankur Bawiskar]

@ArupR 

can you share how your Ask for Approval is configured?