This documentation supports the 22.1 version of BMC Helix Digital Workplace Basic and BMC Helix Digital Workplace Advanced. Icons distinguish capabilities available only for the Advanced and External license levels. For more information, see License types and features.

Calling a custom approval process

The Request Approval workflow in BMC Helix Digital Workplace Catalog triggers an approval process in the Action Request System (AR System) Approval Server. The default approval process sends a request to the manager of the user identified by the Requested For User Id. As a catalog administrator, in workflows, you can call custom approval processes that are created by IT administrators in the AR System Approval Server. End users can then request services containing custom approvals.

Before you begin

To execute the steps described below, you should be familiar with creating:

Related topics

Workflow to request approval

Calling external workflows

Setting up the approval process Open link (AR System documentation)

Configuring a custom approval process for Digital Workplace Advanced (BMC Communities)

To create a custom approval process 

  1. Log in to AR System as the admin user.
  2. Select Applications > Quick Links > Approval Administration Console to view the Approval Server configuration.

    The default approval process used by BMC Helix Digital Workplace Catalog is called SB Request Manager Approval, and is linked to the form named SB:ServiceRequestStub.

  3. On the Approval Server page, click Create to create a new approval process and link it to the SB:ServiceRequestStub form. All approval processes that will be called from BMC Helix Digital Workplace Catalog must be linked to the SB:ServiceRequestStub form.


This example uses a copy of the SB Request Manager Approval process named SB Request Self Approve. Instead of sending the approval request to the requested-for user's manager for a signature, the SB Request Self Approve process sends a request for approval to the requested-for user.

One useful example of a self-approval workflow is to ensure that requests on behalf of another user are approved by the on-behalf-of user.

You can replace this approval workflow with any other approval process that you configure.

To create a service containing a custom request approval

To create a service containing a custom request approval, you must first build a designated workflow. To do so, in BMC Helix Digital Workplace Catalog, build a workflow to request approval (see the To insert a request for approval section). Following is an example request self-approval workflow:

After a custom approval workflow is created, attach this workflow to a service (see Attaching a workflow to a service).

To request a service with custom approval in BMC Helix Digital Workplace

The following example shows the user's activity timeline after requesting the service. The request called the custom approval process instead of the default process.

Where to go from here

Complete remaining aspects of the workflow, as described in Workflows for service fulfillment. If the workflow is complete, complete remaining aspects of the service, as described in Enhanced service catalog process overview.

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