Approval Rule New Record form

  • Release version: Xanadu
  • 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 approval rules that define the approval levels for policy records. This form helps configure who must approve records and under what conditions, supporting dynamic and flexible approval workflows.

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    Key Features

    • Name and Description: Assign a clear name and brief description to identify the approval rule.
    • Active Status: Option to activate or deactivate the approval rule.
    • Source Table and Conditions: Specify the source table the rule applies to, with optional additional filter conditions to target specific records.
    • Query Using Field: Defines the field linking the approval table and the source table.
    • Approver Types: Choose from four approver types to tailor approval logic:
      • Specific Approvers: Select individual users, groups, or both as approvers.
      • Approver from Source: Derive approvers dynamically from user or group fields on the source table.
      • Dynamic Approvers: Use static or advanced dynamic conditions to select approvers from the approver table.
      • Scripted Approvers: Write custom scripts to programmatically determine approvers; script modification is restricted to users with a developer role.
    • Approval Required From: Define whether approval is required from all or any approvers or specific stakeholders.

    Practical Use for ServiceNow Customers

    By configuring approval rules through this form, ServiceNow customers can create precise and adaptable approval processes aligned with their organizational policies. The flexibility in selecting approvers—whether statically defined, dynamically filtered, or scripted—enables automation of complex approval workflows, ensuring compliance and operational efficiency.

    Security measures limit script editing to qualified developers, maintaining system integrity while allowing customization where necessary.

    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.