Approval Rule New Record form

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Approval Rule New Record form

    The Approval Rule New Record form in ServiceNow enables you to create and configure approval rules for policy records. This form allows you to define the criteria and approvers for different approval levels, ensuring that policies are reviewed and approved by the appropriate stakeholders.

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    Key Features

    • Name and Description: Assign a clear name and brief description to each approval rule for easy identification.
    • Activation: Mark the approval rule as active or inactive to control its applicability.
    • Source Table and Filtering: Specify the source table to which the approval rule applies. You can also add additional filter conditions to narrow down the records that the approval rule affects.
    • Query Using Field: Define the field that links the approving table to the source table, enabling precise rule application.
    • Approver Types: Choose from four types of approvers for the policy approval:
      • Specific Approvers: Select individual users, groups, or both as approvers.
      • Approver from Source: Select approvers dynamically from a user or group column within the source table.
      • Dynamic Approvers: Apply static and/or advanced dynamic conditions to select approvers from the approver table.
      • Scripted Approvers: Use custom scripts to determine approvers. Only users with developer roles can modify these scripts.
    • Approval Required From: Specify whether approval is required from all or any of the identified approvers.

    Practical Use for ServiceNow Customers

    By using this form, you can tailor approval processes to fit your organization's policies, ensuring that approvals are assigned correctly based on user roles, groups, or dynamic conditions. The flexibility to select approvers from various sources or via scripts allows customization to complex business requirements. Activating or deactivating rules gives you control over their enforcement, supporting efficient and compliant policy management.

    Use the Approval Rule New Record form to create an approval rule for the approval level for a policy record.

    Table 1. Approval Rule form
    Field Description
    Name Name of the approval rule. For example, Approval rule 1.
    Description Brief description about the approval rule.
    Active Option to mark the approval rule record as active.
    Source Source table that the approval rule is applied to. Optionally, you can apply an additional condition on the source table. Select a field to filter the source records based on the Applies to table that is to be filled in the approval configuration.
    Additional condition Additional filter condition that can be applied on the source table.
    Query using field Field that connects the approving table and the source table.
    Approver type Type of approvers for the policy. See the following options for approver types.
    • Specific approvers: Select users as approvers by selecting Users, Group, or both.
    • Approver from source: Select approver from the source table. You can select a user column, group column, or both from which to read the approver.
    • Dynamic approvers: Select approvers dynamically from the approver table by applying static and/or advanced dynamic conditions. You can select a user column, group column, or both from which to read the approver.
    • Scripted approvers: Write a script to determine approvers. Variables users and groups are used in the script.
      Note:
      For security reasons, the Approver Configurator developers have read and write access to the Script field on the Approval Rule form. For more information on setting up the approval rules, see Set up an approval rule for the approval level.
    Approval required from One or more stakeholders from whom the approval is required.
    Approver type (Approvers selected for the record)
    Option 1: Specific approvers When the Approver type is Specific approvers, the approvers are as follows:
    • Users: User reference or list of approvers from the approver table.
    • Group: User group reference as approver from the approver table.
    Option 2: Approver from source When the Approver type is Approver from source, the approvers are as follows:
    • In the Approval required from field, the available options are:
      • All
      • Anyone
    • In the Approvers section, the available options are:
      • Approvers from
      • User field
      • Group field
    Option 3: Dynamic approvers When the Approver type is Dynamic approvers, the approvers are as follows:
    • In the Approval required from field, the available options are:
      • All
      • Anyone
    • In the Approvers section, the available options are:
      • Approvers from
      • Filter by
      • Advanced
      • User field
      • Group field
    Option 4: Scripted approvers When the Approver type is Scripted approvers, the approvers are as follows:
    • In the Approval required from field, the available options are:
      • All
      • Anyone
    • In the Scripted approvers section, the custom script for the approval configuration is displayed.
    Note:
    Only users with a developer role can modify the custom script.