---
sourceDocument: Australia Build workflows
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/build-workflows

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Build workflows

ft:clusterId :

    - crworkflow

bundleId :

    - crworkflow

workflow :

    - Creator


---

# Ask for Approval step

# Ask for Approval step {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Ask for Approval step

The Ask for Approval step in ServiceNow enables users to request approval for records through configurable rules, allowing for automatic processing of approval requests without the need for scripting.
This feature is crucial for maintaining workflow governance and compliance across various processes such as incident handling and change requests.
Show full answer Show less  

## Key Features

* **Approval Configuration:** Set rules to automatically approve, reject, or cancel requests based on specific conditions.
* **Due Date Management:** Establish due dates to ensure timely decisions on approvals, preventing indefinite waiting periods.
* **Role Availability:** Accessible as a Workflow Studio action step for users with the actiondesigner role.
* **Dynamic Input Options:** Utilize the Data panel to provide dynamic values for various input fields required for approval actions.
* **Approval Rules:** Define who can approve or reject requests, with options including 'Anyone approves', 'All users approve', and more.
* **Manual Approvers:** Manually add users to the approvers list to handle specific approval needs.
* **Rejection Rules:** Create rules to handle scenarios where approvals are not met, preventing workflows from halting indefinitely.
* **Output Data:** Utilize approval state outputs in subsequent actions, with statuses such as 'Approved', 'Rejected', and 'Cancelled'.

## Key Outcomes

By implementing the Ask for Approval step, ServiceNow customers can efficiently manage approval workflows, ensuring that the right stakeholders are involved in decision-making processes. This leads to enhanced compliance, timely approvals, and overall streamlined operations within their workflows.  
Request approval for a record. Configure a set of rules to automatically approve, reject, or cancel an approval request without having to write script. Add a due date to automatically approve, reject, or cancel when a decision has not been made by a designated time.
Approvals play a central role in controlling workflow progression. They ensure that the right people review and authorize work before it moves forward, which is essential in incident handling, change requests, catalog
fulfillment, and any process where structured governance and compliance matter. For more information about approvals, see [Classic approvals](https://servicenow-prod.fluidtopics.net/bnyoQtOJmQQnzCmEnmbxNQ "Classic approvals are a legacy process to require authorization on tasks before the work is done. In earlier releases, you could create approval records to define approval tasks and associate users or groups to approve or reject them.").

## Roles and availability {#ask-approval-action-designer__section_pwq_rb5_kcb}

Available as an Workflow Studio action step. Users with the action_designer role can create a custom action with one or more action steps.

## Inputs {#ask-approval-action-designer__section_yyg_p4h_ccc}

Provide a value for each input that your action needs. To add dynamic values, you can also drag and drop pills from the Data panel or select them from the pill picker.

Record
:   Data type: Record

    Reference to the record to approve. If the record contains an approval field, Workflow Studio automatically sets the Approval Field input.

Table
:   Data type: Table Name

    Table name of the record associated with the approval request. The table that you select must support approvals by having an approval state field. For example, the Task
    table and its extensions contain approval fields.

Approval Reason
:   Data type: String

    Text string containing a justification for the approval. You can use this field for auditing and regulation compliance. This information is stored in the Approval
    \[sysapproval_approver\] table. For example, you can list why a specific approval request is needed from an individual or a group.

Approval Field
:   Data type: Field Name

    Field containing the results of approval requests.

Journal Field
:   Data type: Field Name

    Field to store history and comments associated with the approval request.

Rules
:   Data type: Approval Rules

    Configure which users can approve or reject requests, and what happens after the record is approved or rejected.
    Approval or rejection user rules include:  
    * Anyone approves. Use this option when any user listed can approve.
    * All users approve. Use this option when every user listed must approve.
    * All responded and anyone approves. Use this option when every user must respond, but only one user must approve.
    * % of users approve. Use this option when a majority of users is needed to approve.
    * # of users approve. Use this option when a specific number of users need to approve.
    {#ask-approval-action-designer__ul_oxw_thm_3cb}

    In the field beside the approval rule, add the desired approval users. To add approval users:

    * Select individual users or groups.
    * Drag or select a field from a record.
    * Select Manual approvers ![Manual approvers icon]() to allow a manual approver to process an approval or rejection. A manual approver is a user manually added to the Approvers related list who can then approve the request. For example, you can manually add a subject matter expert to a task to approve the request. To learn more about adding manual approvers, see [Generate approvals using the approvers related list](https://servicenow-prod.fluidtopics.net/DPZpeza2mE02Vn6AaBvQow "It is possible to manually add approvers to a request.").
    {#ask-approval-action-designer__ul_qh4_33m_3cb}  
    Note:  
    By default, Ask for Approval generates approval records for inactive users and groups. This behavior allows a flow or action to continue working even when a specific user or group is later made inactive. If you want to change the behavior of generating approvals for inactive entities, set the com.glide.hub.flow.approval.allow_inactive_entity system property. See [Workflow Studio flow system properties](https://servicenow-prod.fluidtopics.net/QISjE_DknwhS_u_mrxbXbQ "Configure how the system processes flows.").

    Define rejection rules by adding another OR rule set. When defining approvals, include rejection rules that run when there are no matching approvals. Such rejection rules
    prevent the flow from remaining in a waiting state. For example, if an approval can be approved by anyone, create a time-based rejection rule in case no one approves it.

    Note:  
    If you set an approval rule with no rejection rule (or vice versa) and the expected approval state is not met, the runtime value will be canceled.

    For information about how to use inline script to specify approval rules, see the [Scripted Approvals in Flow Designer with Flow Variables](https://www.servicenow.com/community/now-platform-blog/scripted-approvals-in-flow-designer-with-flow-variables/ba-p/2284506) blog post on the ServiceNow Community.

Due Date
:   Data type: Schedule Date/Time

    Due date for an approval state to prevent the flow from endlessly waiting for approval.

## Action error evaluation {#ask-approval-action-designer__id_lg2_4s3_15b}

If this step fails
:   Data type: Choice

    Option to continue running the next step or go to error evaluation. To use the step status code or message for a custom action error condition, see [Action error evaluation](https://servicenow-prod.fluidtopics.net/TJkLnvv_cE34AFa4p0LuVQ "Enable actions to catch step failures and continue running. Identify when specific error conditions occur and return your own action status code, status message, and error state.").

## Output {#ask-approval-action-designer__section_lky_lwh_ccc}

These outputs appear in the Data panel. You can use them as inputs elsewhere in your action.{#ask-approval-action-designer__outputs-description}

Approval State
:   Data type: Choice

    Completion state of the approval request. The flow execution details page displays one of these values.

    * Not Yet Requested \[not requested\]
    * Requested \[requested\]
    * Approved \[approved\]
    * Rejected \[rejected\]
    * Cancelled \[cancelled\]
    * No Longer Required \[not_required\]
    * Skipped \[skipped\]
    {#ask-approval-action-designer__ul_epn_jjz_zmb}

## Example {#ask-approval-action-designer__section_yp5_sb5_kcb}