Add an activity to a catalog workflow

You can add activities to a workflow to perform tasks such as running a script, sending notifications, or requesting approvals. Activities can succeed or fail, which can result in actions performed by other activities.

Before you begin

Role required: workflow_creator, workflow_admin, or admin

About this task

After creating the workflow to add a laptop fulfillment process, add the activities.

Procedure

  1. Complete the following steps to add an activity that requests manager approval.
    1. In the Core pane, expand Approvals and drag the activity Approval - User onto the arrow between Begin and End.
      This activity generates an approval from the manager of the person requesting the laptop.
    2. Complete the form with the following information.
      • Name: Manager Approval
      • Stage: Waiting for Approval
      • User: Click the lock icon in the Approvers section, and then click the select fields icon. Expand Requested > Requested For, and then select Manager.
    3. Click Submit.
  2. Complete the following steps to add an action for when the approver rejects the request.
    1. Expand Utilities in the Core pane and drag the activity Set Values to the space below the approval.
    2. Complete the form with the following information.
      • Name: Rejected
      • Stage: Completed
      • Values condition builder: [Approval] [Rejected]
    3. Click Submit.
    4. Drag from the yellow box beside Rejected on the Approval - User activity to the new Set Values activity.
    5. Drag again from the yellow box beside Always on the Set Values activity to End.
      This activity marks the request as rejected if the manager rejects the request and then ends the workflow
  3. Complete the following steps to add an action for when the approver approves the request.
    1. Drag the activity Set Values onto the arrow between Approval - User and End.
    2. Complete the form with the following information.
      • Name: Approved
      • Stage: Fulfillment
      • Values condition builder: [Approval] [Approved]
      This activity marks the request as approved once a manager approves it.
    3. Click Submit.
  4. Expand Tasks and drag the activity Create Task onto the arrow between Approval - User and End, add the following information, and click Submit.
    • Name: Laptop Procurement
    • Stage: Fulfillment
    • Task Type: Catalog Task [sc_task]
    • Priority: 3 - Moderate
    • Fulfillment group: Procurement
    • Short description: Procure a Laptop
    This task tells Procurement to procure a laptop for the user.
  5. Expand Notifcations and drag the activity Notification onto the arrow between Laptop Procurement and End, add the following information, and click Submit.
    • Name: Procurement
    • Stage: Fulfillment
    • To: Click the lock icon in the Addressee(s) section, and then click the select fields icon. Expand Requested and select Requested For.
    • Subject: Your laptop has been procured.
    This activity marks the request as approved if a manager approves it.
  6. Drag the activity Create Task onto the arrow between Procurement and End, and then fill in the form.
    OptionDescription
    Name Set Up Laptop
    Stage Fulfillment
    Task Type Catalog Task
    Priority 3 - Moderate
    Fulfillment Group Hardware
    Short Description Set up laptop.
    This task tells Hardware to configure the laptop and prepare it for use.
  7. Drag the activity Create Task onto the arrow between Set Up Laptop and End, add the following information, and click Submit.
    • Name: Pickup Laptop
    • Stage: Delivery
    • Task Type: Catalog Task [sc_task]
    • Priority: 3 - Moderate
    • Assigned to: Leave the field blank, as the script in the Advanced field assigns this task to the requester.
    • Short description: Pick up laptop.
    • Advanced: Select the check box and set the Advanced Script value to: task.assigned_to=current.requested_for;
    This task informs the requester to come pick up the laptop.
  8. Drag the activity Log Message onto the arrow between Pick Up Laptop and End, add the following information, and click Submit.
    • Name: Delivered
    • Stage: Completed
    • Message: The laptop delivery workflow is complete.
    Leaves a message in the log to record the successful completion of the workflow.