Dynamic Table Approval

Dynamic Table Approval is an approval type that enables administrators to centrally configure catalog-level approval hierarchies and routing rules using an admin table. A single workflow dynamically applies the configured approvals at runtime based on the selected service catalog and is triggered only when a matching catalog configuration exists.

Note

The workflow is triggered only when a matching catalog configuration exists in the admin table.

For Example

In the NovaTech environment with hundreds of service catalogs, each catalog requires a separate approval workflow, making approval changes time-consuming, difficult to maintain, and hard to troubleshoot.

Capabilities

• Centralized approval setup: Configure catalog-level, multi-level approvals in a single admin table with dynamic approver resolution.

• Dynamic execution: Apply approvals and routing at runtime, update workgroups automatically, and skip unconfigured levels.

• Scalable maintenance: Manage all catalogs using one workflow and implement approval changes without workflow updates.

Benefits

• Minimizes workflow configuration, maintenance, and troubleshooting.

• Supports large catalog environments with consistent approval behavior.

• Enables quick onboarding of new catalogs and approval updates without workflow changes.

Configure Admin Table

An admin table is a centralized configuration table where catalog-specific approvers and routing values are defined and dynamically applied by a single workflow at runtime, eliminating the need for catalog-specific workflows.

Prerequisite

• Configure Workflow Approval Form in the Form Designer.

To configure Admin Table, perform the following steps:

1. Navigate to Service Management > Settings > Design Studio > select Service Request module > Configurations > SR Masters > WF Approval Form.
   The WF Approval Form – List page is displayed.
   
   Figure: WF Approval Form
   

2. Click New to configure a new WF Approval Form.
   The Approval Form – New page is displayed.
   
   
   Figure: WF Approval Form - New
   

3. Enter the required details as described in the following table and click Save.

   Field	Description
   Tenant / Department	Specify the Tenant for which the catalog-level approval configuration applies, ensuring that Dynamic Table Approval rules are executed only within the selected Tenant.
   Catalog	Specify the Service Catalog to which the approval configuration applies; the workflow is triggered only when the selected catalog matches an entry in the admin table.
   Approval 1	Defines the first-level approver for the selected catalog, resolved dynamically at runtime based on the configured role, user, or static approval group.

Note

The Set Value component enables dynamic field assignment using Admin Table values. For more information, refer Set Value Component.

Configure Admin Table in the Workflow

You can configure the service request catalog to the admin table configuration, enabling the workflow to dynamically resolve approvals and routing based on the matched catalog entry.

To configure Admin Table in the Workflow, perform the following steps:

1. Navigate to Workflow Designer.
   

2. Click New and enter the required details, Click Save.
   

3. Click Next to navigate to Set Trigger & Conditions step.
   
   
   Figure: Set Trigger & Conditions
   

4. Click + Add Filter Set to configure Field Operator Value in the following format.
   
   •    Field – Category
   •    Operator – Dynamic
   •    Value – WF Approval Form, Catalog
   

5. Click Next, configure a Workflow and drag and drop an Approval component.
   

6. Click Configure Properties.
   The Approval Level – Properties page is displayed.
   
   
   Figure: Approval Properties
   

7. Enter the required details, select Approval Type as Admin Table, and select a column to provide an approval.
   

8. In the Configure Default Approval section, enable the Skip Approval level if approver not obtained? to automatically bypasses an approval level when no approver is configured for the selected catalog, ensuring the workflow continues without interruption.
   

9. Click Save to save the configuration of the Approval component.

Dynamic Table Approval provides a centralized, scalable, and maintainable approach to managing complex approval by eliminating the need for multiple catalog-specific workflows.

Set Value Component

The Set Value component allows fields to be populated dynamically using values from an Admin Table. You can map a workflow field to a corresponding field in an Admin Table. The value is retrieved dynamically during workflow execution.

On enabling, the Admin Form includes a field which data source matches the target field (for example, Workgroup). This enables dynamic assignment of field values, such as workgroups, without modifying the workflow.

Figure: Set Value - Properties