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ServiceNow Approval Matrix Generator (#2153)
* Create Catalog.js Catalog Builder API - A Scripted REST API to auto-create ServiceNow Catalog Items programmatically. * Create README.md This readme file has info about how to Automate Catalog Item Creation with a Single REST Call. * Update README.md Automate Catalog Item Creation with a Single REST Call * Delete Integration/Scripted REST Api/Create Catalog Item Dynamically/README.md * Delete Integration/Scripted REST Api/Create Catalog Item Dynamically/Catalog.js * Create Matrix.js Instead of hardcoding approvals in Flow Designer or scripting them per catalog item, you can maintain one Approval Matrix table. * Create README.md The ServiceNow Approval Matrix Generator is a configurable, data-driven engine that automatically assigns approvers based on business rules such as department, amount, or role.
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‎Server-Side Components/Business Rules/Approval Matrix/Matrix.js‎

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/*Scenario :
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Whenever a record (like an HR Case, Request Item, or Change) is created, the script:
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Looks up the right approvers based on dynamic rules (department, amount, category, etc.)
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Automatically creates approvals in the sysapproval_approver table.*/
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/* Business Rule :
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Table: sc_request or proc_po_request or custom table
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When: After Insert
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Condition: Only when approval is required */
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(function executeRule(current, previous /*null when async*/) {
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try {
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var dept = current.u_department.name + '';
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var amount = parseFloat(current.u_amount + '');
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if (!dept || isNaN(amount)) {
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gs.info('Approval Matrix: Missing department or amount');
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return;
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}
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// Query approval matrix for matching rule
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var matrix = new GlideRecord('u_approval_matrix');
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matrix.addQuery('u_department.name', dept);
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matrix.addQuery('u_min_amount', '<=', amount);
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matrix.addQuery('u_max_amount', '>=', amount);
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matrix.query();
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if (!matrix.hasNext()) {
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gs.info('Approval Matrix: No matching rule found for ' + dept + ', amount: ' + amount);
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return;
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}
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while (matrix.next()) {
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var approverUser = '';
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// Option 1: Approver directly specified
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if (!gs.nil(matrix.u_approver)) {
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approverUser = matrix.u_approver;
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}
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// Option 2: Use role from requester’s hierarchy
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else if (!gs.nil(matrix.u_role)) {
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approverUser = getApproverByRole(current.requested_for, matrix.u_role + '');
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}
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if (approverUser) {
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createApproval(current.sys_id, current.getTableName(), approverUser);
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gs.info('Approval Matrix: Created approval for ' + approverUser);
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}
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}
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} catch (ex) {
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gs.error('Approval Matrix Error: ' + ex.message);
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}
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// --- Helper: Find approver based on user role ---
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function getApproverByRole(userSysId, roleName) {
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var usr = new GlideRecord('sys_user');
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if (usr.get(userSysId)) {
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if (roleName == 'Manager' && usr.manager) return usr.manager;
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if (roleName == 'Director' && usr.u_director) return usr.u_director; // custom field
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if (roleName == 'VP' && usr.u_vp) return usr.u_vp;
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}
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return '';
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}
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// --- Helper: Create approval record ---
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function createApproval(targetSysId, targetTable, approverSysId) {
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var appr = new GlideRecord('sysapproval_approver');
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appr.initialize();
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appr.sysapproval = targetSysId;
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appr.table_name = targetTable;
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appr.state = 'requested';
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appr.approver = approverSysId;
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appr.insert();
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}
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})(current, previous);

‎Server-Side Components/Business Rules/Approval Matrix/README.md‎

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# ServiceNow Approval Matrix Generator
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**A Dynamic, Data-Driven Approval Workflow Engine for ServiceNow**
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---
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## Overview
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The **Approval Matrix Generator** is a configurable engine that automates approval generation in ServiceNow based on business rules —
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without hard-coding approvers or creating dozens of Flow Designer flows.
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By maintaining a simple **Approval Matrix table**, you can define which user or role should approve a request dynamically (e.g., based on department and amount).
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This approach provides scalability, maintainability, and full visibility across all approval logic.
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---
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## Key Highlights
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✅ 100% native ServiceNow solution (no plugins)
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✅ Centralized approval logic in a single configuration table
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✅ Works for ITSM, HRSD, Finance, or Procurement workflows
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✅ Supports multi-level approvals (Manager → Director → CFO)
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✅ Can run via **Business Rule**
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---
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## Use Case
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An organization wants dynamic approval routing for procurement or HR requests based on:
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- Department (IT, HR, Finance)
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- Request amount (₹0–₹10,000, etc.)
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- Approval role (Manager, Director, VP)
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Instead of building multiple flows, the Approval Matrix defines all rules in a single table.
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When a new request is submitted, the script automatically finds and assigns the correct approvers.
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---
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## Step 1 — Create Table `u_approval_matrix`
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| Field | Type | Description |
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|--------|------|-------------|
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| **u_department** | Reference (sys_user_group) | Department owning the rule |
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| **u_min_amount** | Decimal | Minimum amount for range |
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| **u_max_amount** | Decimal | Maximum amount for range |
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| **u_role** | Choice | Role type – Manager / Director / VP |
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| **u_approver** | Reference (sys_user) | Direct approver (optional) |
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This table drives all the logic.
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Example data:
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| Department | Min | Max | Role | Approver |
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|-------------|-----|-----|------|-----------|
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| IT | 0 | 5000 | Manager | *(blank)* |
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| IT | 5000 | 10000 | Director | *(blank)* |
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| Finance | 0 | 10000 | *(blank)* | John CFO |
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---
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## ⚙️ Step 2 — Business Rule Script
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**Table:** `sc_request` (or your custom table)
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**When:** After Insert
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**Condition:** Approval required
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## Example Input (Request Record)
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| Field | Value |
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| ------------- | ----------------- |
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| Requested For | Ravi Gaurav |
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| Department | IT |
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| Amount | 8000 |
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| Category | Hardware Purchase |
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## Example Output
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| Field | Value |
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| -------------------- | ----------------------------------------- |
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| Matched Rule | IT, 5000–10000, Role = Director |
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| Approver Found | Ravi’s Director (from `u_director` field) |
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| Approval State | Requested |
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| sysapproval_approver | Created Automatically |

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