ServiceNow Approval Matrix Generator

Server-Side Components/Business Rules/Approval Matrix/Matrix.js

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

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

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