Approval Rule New Record form

  • Release version: Yokohama
  • Updated January 30, 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 customers to create and configure approval rules associated with policy records. This form allows you to define who must approve a record, under what conditions, and how approvers are determined, streamlining the approval process within your workflows.

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    Key Features

    • Name and Description: Assign a clear name and brief description to each approval rule for easy identification.
    • Active Status: Mark the rule as active to enable it in your approval processes.
    • Source Table and Conditions: Specify the source table the approval rule applies to and optionally add additional filter conditions to target specific records.
    • Query Using Field: Define the field that connects the source table and the approval table, facilitating accurate record linking.
    • Approver Type Selection: Choose from four approver types to suit your approval needs:
      • Specific Approvers: Select individual users, groups, or both as approvers.
      • Approver From Source: Automatically select approvers from specified user or group fields in the source table.
      • Dynamic Approvers: Dynamically determine approvers based on static or advanced dynamic conditions applied to user or group fields.
      • Scripted Approvers: Use custom scripts to define complex or unique approval logic; requires developer role for modifications.
    • Approval Required From: Specify whether approval is required from one or multiple stakeholders, with options such as ‘All’ or ‘Anyone’ depending on approver type.

    Practical Application for ServiceNow Customers

    This form empowers ServiceNow customers to tailor approval workflows precisely to organizational requirements by selecting appropriate approver types and conditions. By leveraging the form’s configurability, you can ensure approvals are routed correctly, improving governance and compliance. The ability to script approvers provides flexibility for complex scenarios, while dynamic and source-based approvers simplify routine approvals.

    Only users with developer roles have permission to modify scripted approver logic, ensuring security and controlled customization.

    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.