---
sourceDocument: Yokohama Employee Service Management
sourceDocumentLink: https://www.servicenow.com/docs/r/yokohama/employee-service-management
Release :
- yokohama
ft:locale :
- en-US
ft:publication_title :
- Yokohama Employee Service Management
ft:clusterId :
- emplsm
bundleId :
- emplsm
workflow :
- Employee
---
# Approvals experience reference
# Approvals experience reference {#ariaid-title1}
* Release version: Yokohama
*
* Updated January 30, 2025
*
*  4 minutes to read
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## Summary of Approvals experience reference
This reference provides essential information for ServiceNow customers to optimize and configure the approvals experience across various integrations and platforms, including Employee Center, SAP Concur, Workday, and mobile devices.
It covers default task configurations, role requirements, integration specifics, and best practices for approvals management.
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## Default Task Configurations and Role Requirements
* Default task configurations apply to approval records referencing **screquest** and **screqitem** tables, with **sysapproval** as the reference column.
* The data model extends the Employee Center To-do configuration as a related list, enabling seamless integration.
* Users must have the **approveruser** or **businessstakeholder** role to approve IT requests in Employee Center; this role validation is not implemented in Core UI16 due to platform implications.
* To view approval to-dos, these roles are mandatory; otherwise, approval tasks are filtered out.
* When no task configuration exists at the child table level, the system falls back to the parent table configuration or defaults.
## SAP Concur Integration
* Integration relies on the SAP Concur Spoke plugin (**snsapconcurspok**).
* A scheduled job runs daily to pull Concur reports, updating records in the Concur Sync Details table.
* Reports sync into staging and then transform into the Concur Expense Report table using a predefined transformation map.
* Approvals are created in the Pulled Integration To-do table based on the approver field in the Concur Expense Report.
## Workday Integration
* Workday uses RAAS reports to send HR-related data (leaves, timesheets, compensation, job changes, requisitions, absence).
* Approvals and rejections are managed via an Integration System User (ISU), a virtual user that safeguards approver credentials and masks sensitive data.
* Approval comments include the approver's name and email for traceability.
* Delegation of approvals in Workday is not fully supported in reporting, potentially causing duplicate entries for multi-level approvals.
* Attachments are limited to 12 MB maximum size.
* Several scripts are provided to facilitate customizations and purging of Workday approval data.
* Data protection is emphasized by restricting sensitive information access to HR administrators and enforcing default purge policies (30 days).
## Approvals on Mobile and Action Groups
* Only approvals in the **sysapprovalapprover** table are visible on Now Mobile via the generic card interface.
* This mobile feature can be disabled by modifying the **snmetodos.allapprovalsmobileenabled** system property.
* The out-of-the-box (OOTB) Approvals action group enables standard Approve and Reject actions within Employee Center and can be added to To-do configurations for display in widgets.
## Additional Configuration and Extensibility
* Business units can add non-task tables to To-do or Task configuration reference tables using scripted extension points, enhancing flexibility.
* Extensive related concepts and components are available for Employee Center and Content Experiences, supporting broader content and campaign management.
* For detailed configuration instructions, customers should refer to the Approvals hub.
Use the following reference information for better approval experience.
## Default task configurations {#approval-hub-ootb__id_vr1_lct_h5b}
Use the following default task configurations available for approvals.
* Request with sysapproval as reference column and sc_request as reference table.
* Requested item with sysapproval as reference column and sc_req_item as reference table.
{#approval-hub-ootb__ul_lxh_qxz_vtb}You can customize the task configurations to suit your requirements. The data model is an extension to the Employee Center To-do configuration as a related list. Follow the instructions [Enable task configuration for approvals](https://www.servicenow.com/docs/9Vm8xCYqkc8ZwED29p7p2w "Provide the approvers with more in-context information about the approval requests for informed and prioritized approval workflows.") about configuring the approval experience. For more information on how to configure approvals, see [Approvals hub](https://www.servicenow.com/docs/wYGHrbry~1~OPl~NJ_so7g "Enable the approver with the in-context information for informed and prioritized approval decisions.").
Note:
A user must have the approval_user or business_stakeholder role to approve IT requests (not applicable to other requests such as HR approvals) on Employee Centre. Role validation has not been implemented in Core UI16 because modifying ACLs in UI16 might have broader implications at the NowPlatform level.
## Unable to see Approval todos {#approval-hub-ootb__section_qbz_bfr_xxb}
Ensure you have the approver_user or business_stakeholder roles to see the approval todos for the sc_request or sc_req_item items. In the _getClosureFunction() method of Script Include todoPageUtils:
if (tableName == 'sysapproval_approver') {
if (!(gs.getUser().hasRole('approver_user') || gs.getUser().hasRole('business_stakeholder'))) {
var queryString = "sysapproval.sys_class_name!=sc_request^sysapproval.sys_class_name!=sc_req_item^NQsysapprovalISEMPTY";
grTask.addEncodedQuery(queryString);
}
}
## Fallback to parent table configuration {#approval-hub-ootb__section_zzy_fs3_dvb}
When the child table does not have task configuration, fallback is one level above its hierarchy and picks the task configuration of the parent table. When the task parent is not available, fallback is to the default
configuration.
## SAP Concur reference info {#approval-hub-ootb__section_qs3_j3x_pxb}
Use the following information for SAP Concur integration.
* All Concur actions are present in SAP Concur Spoke (sn_sap_concur_spok) plugin.
* Scheduled job Pull concur reports (sysauto_script) is triggered daily. This scheduled job internally calls the Concur Integration record from the Integration Source table (sn_hr_integr_fw_source) of the ESM framework.
* Schedule job runs and updates the record in the Concur Sync Details table (sn_ex_cnc_concur_sync_details) with latest timestamp.
* Concur reports from ServiceNow are synced in the Concur Expense Report Staging table (sn_ex_cnc_concur_report_staging).
* Reports from the Staging table are transformed in the Concur Expense Report table (sn_ex_cnc_concur_report) by the ESM framework. Use the transformation map Concur Report Transform Map in the Table Transform Map table (sys_transform_map).
* Approval record is created in the Pulled Integration To-do table (sn_hr_integr_fw_todo_inbound) based on the Approver field in the Concur Expense Report table.
{#approval-hub-ootb__ul_xzj_r3x_pxb}
## Workday reference info {#approval-hub-ootb__section_yhb_yp3_1yb}
Use the following information for Workday integration.
* Workday uses RAAS reports to send data to external system. For more information on RAAS and field-level info about leaves, timesheets, compensation, job change, job requisition, or leave of absence, see [Workday HR Spoke](https://www.servicenow.com/docs/access?context=workday-hr-spoke&version=yokohama&pubname=yokohama-integrate-applications&ft:locale=en-US).
* Only the open requests are displayed on the approvers My tasks page.
* Approval and rejection actions are performed using an Integration System User (ISU). ISU is a virtual user (and not an actual user) which helps in the safe-keeping of approver credentials. With the use of ISU, approval and rejection records protect the sensitive data according to your configuration in Workday. For example,
* When John Doe, the approver enters time sheet approved as comment, the comment shown as `John Doe(john.doe@acme.com): Time sheet approved`.
* When John Doe performs the action Approve, a comment is added in Workday as `John Doe (john.doe@acme.com): Action -- Approve`.
* When John Doe performs the action Reject, a comment is added in Workday as `John Doe john.doe@acme.com): Action -- Reject`.
* When John Doe performs the action Reject with a comment-Request is not in compliance with company policy, two comments are added `John Doe (john.doe@acme.com): Action--Reject` `John Doe(john.doe@acme.com): Request is not in compliance with company policy`.
{#approval-hub-ootb__ul_xwg_t35_fyb}
* Approve or reject actions are shipped out-of-the-box for all use cases.
* When an approval is delegated from one approver to another in Workday; report data source is not able to handle the delegation change such as delegated task and other delegation details.
* When a request requires a multi-level approval with level 1 approved in Workday and ServiceNow, you may see two entries for the same approval. This is a limitation with the ISU use.
* Attachments support a max limit of 12 MB. Ensure the attachment size is below 12 MB.
* Use the following scripts:
* WorkdayApprovalToDosClientUtilSNC: Retrieves records for the purge process in Workday approvals.
* WorkdayApprovalToDosHelperSNC: Contains constants related to Workday approvals.
* WorkdayApprovalToDosClientUtil: Extends WorkdayApprovalToDosClientUtilSNC and allows users to define custom code.
* WorkdayApprovalToDosHelperUtils: Extends WorkdayApprovalToDosHelperUtilsSNC and enables users to define custom code.
* WorkdayApprovalToDosHelperUtilsSNC: Provides functions for Workday approvals.
{#approval-hub-ootb__ul_md5_cpv_fyb}
* Ensure you configure the right user controls and privileges for Compensation Change and Spend Authorization use cases. Only the authorized users can view the sensitive records and data from Workday.
* For data protection, use the default purge policy to delete data more often. By default, data purge happens after in 30 days.
* Ensure only the HR administrator \[sn_hr_core.admin\] has access to the sensitive information as explained in [Remove HR Administrator role from IT System Administrators](https://www.servicenow.com/docs/XDWgc~0YVbQJlRyhzPZF4g "After system configuration, remove the HR Administrator role (sn_hr_core.admin) from IT System Administrator role (admin) to help prevent IT System Administrators from viewing sensitive HR information via forms, lists and UI.").
{#approval-hub-ootb__ul_ln3_443_1yb}For more information on how to configure approvals, see [Approvals hub](https://www.servicenow.com/docs/wYGHrbry~1~OPl~NJ_so7g "Enable the approver with the in-context information for informed and prioritized approval decisions.").
## Approvals on mobile {#approval-hub-ootb__section_xlb_wnv_dzb}
Only approvals that are in sysapproval_approver table are shown using the generic card in Now Mobile.
To disable the feature change the value of
this sys_property: sn_me_todos.all_approvals_mobile_enabled to false.
## OOTB action group use {#approval-hub-ootb__section_mln_qb1_f1c}
Use the out-of-the-box Approvals action group to display the actions such as Approve and Reject. For more information, see [Action framework](https://www.servicenow.com/docs/UGFzeN31vOjoEkTNfKUFIQ "The action framework includes some frequently used action items for quick access. You can use several default actions and create custom actions.").
Note:
For actions to appear in my items widget, you can add the OOTB Approvals action group from AllEmployee CenterAdministrationTo-dos Configurations, click an existing to-dos configuration, navigate to the To-do Configuration Details record, and use the OOTB action group under Fields Mapping.
## Additional information {#approval-hub-ootb__section_rcq_nt3_dvb}
* Click the URLs for additional information and context.
* Allow BUs to add non-task tables easily to the list in the To-dos or Task configuration reference tables by passing non-task tables as an array in the Scripted Extension Points. sn_hr_sp.TodoNonTaskTables, and sn_ex_sp.RefNonTaskTables.
{#approval-hub-ootb__ul_d21_pt3_dvb}
**Related concepts**
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* [Content Analytics dashboards](https://www.servicenow.com/docs/g95TRLtN36yXAPn3i4pUnQ "Content Analytics display data visualizations for portal data collected in the default tracking profile.")
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* [Block content form](https://www.servicenow.com/docs/vpb5Ie9iFabDXm8zry0Jqg "Block content form")
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* [Components installed with Content Publishing](https://www.servicenow.com/docs/6yVP7pRXh6l_p_JllmMRLA "Several types of components install with the activation of the Content Delivery [com.sn_content_delivery] plugin, including tables, user roles, and scheduled jobs.")
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* [Employee Center Pro widgets](https://www.servicenow.com/docs/dmRp4exLTvxivp2TanlIgg "You can use base system widgets as-is in the portal or clone them to suit your own business needs.")
* [Feedback configuration form](https://www.servicenow.com/docs/wkXrMA~DiWVC2dZEnbIVYA "Description of the feedback configuration form fields to target a portal for feedback responses.")
* [Feedback definition form](https://www.servicenow.com/docs/OlcFc__wR3MlIXaipJtXLA "Description of the feedback definition form fields to curate the experience and service feedback widgets in the portal pages.")
* [Link content form](https://www.servicenow.com/docs/NvYtLJUndIqgqS1QX4So5Q "Link content form.")
* [Location Consent form](https://www.servicenow.com/docs/JHmx617HcPI3Ta4h5_IRpA "The location consent form helps you configure the communication channels for appointment bookings.")
* [Notification content form](https://www.servicenow.com/docs/_RCsTU9zwa0upgnIfGejqw "Notification content form")
* [Properties installed with Content Experiences](https://www.servicenow.com/docs/zX5HxvzzJNmZH2StRzrKbQ "The Content Experiences [sn_ca] plugin adds properties that determine how a campaign runs related to scheduled jobs and performance.")
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*[\>]: and then