Master ServiceNow Flow Designer: Trigger Approvals with Ease

Master ServiceNow Flow Designer: Trigger Approvals with Ease

Table of Contents:

1. Introduction
2. What is Servicenow Flow Designer?
3. Benefits of Using Flow Designer
4. How to Create a Flow in Servicenow Flow Designer 4.1 Opening Flow Designer 4.2 Creating a New Flow 4.3 Adding Trigger and Conditions 4.4 Adding Approval Actions 4.5 Managing Approval Rules 4.6 Handling Approved and Rejected Records
5. Example of Triggering and Managing Approvals with Flow Designer
6. Conclusion

Introduction

Servicenow Flow Designer is a powerful tool that allows users to automate workflows and manage approvals without having to write any code. With Flow Designer, You can easily create flows that trigger approval activities Based on specific conditions, such as category or subcategory selections. In this article, we will explore how to use Flow Designer to trigger and manage approvals in Servicenow, providing step-by-step guidance on creating flows and configuring approval actions.

What is Servicenow Flow Designer?

Servicenow Flow Designer is a feature in Servicenow that enables users to create customized workflows and automate processes without the need for coding. It provides a visual interface where users can design flows by connecting various activities and actions. Flow Designer allows for easy creation and management of approvals, making it a valuable tool for businesses looking to streamline their approval processes.

Benefits of Using Flow Designer

Using Flow Designer in Servicenow offers several benefits for organizations:

1. Enhanced automation: Flow Designer allows users to automate approval processes and other workflows, reducing the need for manual interventions and streamlining operations.

2. Code-free customization: With Flow Designer, you can create and modify flows without writing any code, making it accessible to non-technical users and reducing the dependency on developers.

3. Visual interface: The visual interface of Flow Designer simplifies the design and configuration of flows, making it easy for users to understand and manage their workflows.

4. Integration capabilities: Flow Designer offers integration capabilities with other Servicenow modules and external systems, enabling seamless data exchange and process coordination.

How to Create a Flow in Servicenow Flow Designer

Creating a flow in Servicenow Flow Designer involves several steps. Let's explore each step in Detail:

4.1 Opening Flow Designer

To begin creating a flow, open the Flow Designer module in Servicenow. This can be done by navigating to the appropriate location within the platform.

4.2 Creating a New Flow

In Flow Designer, create a new flow by clicking on the "New" button. Provide a name for the flow that reflects its purpose and click "Submit" to create the flow.

4.3 Adding Trigger and Conditions

In the newly created flow, specify the trigger for the flow, which determines when it will be executed. This trigger can be based on various conditions, such as selecting a specific table (e.g., incident) or applying specific criteria (e.g., category and subcategory selections).

4.4 Adding Approval Actions

To trigger approvals within the flow, add the "Ask for Approval" action. This action allows you to specify the Record for which the approval is required and configure additional settings, such as the approval field and journal feed.

4.5 Managing Approval Rules

Define the approval rules by selecting who should approve the request and what conditions must be met for approval. This can include choosing individuals, groups, or manual approvers.

4.6 Handling Approved and Rejected Records

Configure the flow to handle approved and rejected records. Define actions that should be taken after approval, such as creating a new incident or updating the state of the record.

Example of Triggering and Managing Approvals with Flow Designer

To illustrate the process of triggering and managing approvals using Flow Designer, let's consider the example of a workflow where approvals need to be triggered for incidents based on specific category and subcategory selections.

1. Create a new flow in Flow Designer and specify the incident table as the trigger.
2. Set conditions for triggering the approval, such as selecting a category as "Inquiry" or "Help" and a subcategory as "Internal Application."
3. Add the "Ask for Approval" action and configure the approval field to reflect the status of the approval.
4. Define who can approve the request, such as the assignment group responsible for handling application development.
5. Configure actions for approved records, such as creating a child incident assigned to the same assignment group.
6. Save and activate the flow.
7. Create a new incident with the specified category and subcategory.
8. Observe the flow being executed and the approval being requested.
9. Approve the record to trigger further actions, such as creating a child incident.
10. Verify the creation of the child incident with the specified details.

Conclusion

Servicenow Flow Designer is a valuable tool that allows businesses to automate workflows and manage approvals efficiently. By following the steps outlined in this article, users can leverage the power of Flow Designer to create customized flows that trigger and manage approvals without writing a single line of code. With its intuitive interface and integration capabilities, Flow Designer empowers organizations to streamline their approval processes and improve operational efficiency.

Highlights:

• Servicenow Flow Designer enables automation and management of approvals without coding.
• Flow Designer offers a visual interface for designing and configuring workflows.
• The tool provides benefits such as enhanced automation, code-free customization, and integration capabilities.
• Creating a flow in Flow Designer involves steps like opening the module, creating a new flow, adding triggers and conditions, configuring approval actions, defining approval rules, and handling approved and rejected records.
• An example workflow is provided to illustrate the process of triggering and managing approvals with Flow Designer.
• Flow Designer simplifies approval processes and improves operational efficiency in Servicenow.

FAQ:

Q: Can non-technical users create flows using Servicenow Flow Designer? A: Yes, Flow Designer is designed to be accessible to non-technical users, allowing them to create and modify flows without writing code.

Q: Can Flow Designer be integrated with external systems? A: Yes, Flow Designer offers integration capabilities with external systems, enabling seamless data exchange and process coordination.

Q: What are the benefits of using Flow Designer in Servicenow? A: Some benefits of using Flow Designer include enhanced automation, code-free customization, a visual interface for ease of use, and integration capabilities.