Approval Rule New Record form

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Approval Rule New Record form

    The Approval Rule New Record form is utilized to create approval rules for policy records within the Governance, Risk, and Compliance (GRC) module. This functionality allows ServiceNow customers to define how approvals are managed and enforced within their organization, ensuring compliance and governance standards are met.

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    Key Features

    • Name: Identifies the approval rule, e.g., "Approval rule 1".
    • Description: Provides a brief overview of the approval rule.
    • Active: Option to enable or disable the approval rule.
    • Source: Designates the source table for the approval rule with optional additional conditions.
    • Approver Type: Defines the type of approvers which can be:
      • Specific Approvers: Designate specific users or groups.
      • Approver from Source: Pull approvers from the source table.
      • Dynamic Approvers: Select approvers dynamically based on conditions.
      • Scripted Approvers: Use a custom script to determine approvers.
    • Approval Required From: Specifies stakeholders required for approval.

    Key Outcomes

    By utilizing the Approval Rule New Record form, ServiceNow customers can effectively manage approval workflows, ensuring that the right stakeholders are involved in the decision-making process. This not only enhances compliance but also streamlines operations by providing clear criteria for approvals. Users with developer roles have the capability to customize scripts for advanced approval configurations, enabling a tailored approach to governance and risk 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.