Moveworks Setup - Approvals

What are Approvals?

Moveworks Approvals allows your users to manage their approvals — natively in-chat — via natural language. There are two types of approval implementations that Moveworks supports:

  1. Enterprise Approvals: Moveworks Enterprise Approvals enables organizations to integrate Moveworks with external systems of record such as ServiceNow, Workday, Ariba, and more, which gives users a way to get notified on, manage and complete their approvals from within chat.
    1. Supported External Integrations:
      • ServiceNow: RITM, REQ, INC, GRC
      • Workday
      • Concur Expenses
      • Ariba Procurement
  2. Moveworks Approval Workflows: Moveworks Approval Workflows enables organizations to configure approval business logic natively within Moveworks without any external integration required, allowing organizations to provide their end users with fully-in-chat experiences for requesters and approvers alike. To refer the Native approvals configuration in MW setup please refer : Native Approvals

Overview of the Approvals module

This module breaks down approval configuration into three simple steps

  1. Default Settings: This is the broadest layer of configuration, affecting all approval-related functions within Moveworks across all the different systems it's connected with. Here, you establish the base rules and behaviors that apply universally unless specified otherwise in narrower configurations.

  2. Connector Settings: This level provides system-specific configurations. Each external system integrated with Moveworks—be it a ticketing platform, a human resources management system, or a project management tool—can have its own unique set of rules and behaviors based on this layer. In this step, you need to adjust three key components:

    • Approval Card Behavior: This controls how approval requests are presented to users, affecting the layout and interactivity of the approval cards.

    • Approval Filters: These specify the criteria or conditions under which an item will be considered for approval, providing control over exactly what kinds of approval requests get processed.

    • Data Mappers: These define how data from the external system should be interpreted or transformed within Moveworks. They function like translators, ensuring that data retains its meaning and integrity when being handled by Moveworks.

  3. Resource Settings: This is the most granular layer of configuration, allowing you to tailor the settings down to individual resources within each integrated system. If for some resources you need rules that are exceptions to what's been defined in the global and connector-specific settings, this is the place to specify them. For example, one particular distribution list might require a unique approval process different from others, and this can be defined here.

Configuring Approvals

Default Settings

  1. Default Resource Config Integration ID: (Example: "Sailpoint_inow") This identifies the specific integration with Moveworks for approval actions.

  2. Link Type: Selects the type of link used for the approval resource.

  3. Default Resource Config Action Notification Strategy: Sets up the strategy for notifications related to actions for the default resource within the approval integration.

  4. Default Resource Additional Details - Data Retrievers: Establish data retrievers to gather extra details for approval records. The data can be utilized in Bender scripts.

  5. Default Resource Type: (Example: "ACCESS_REVIEW") Identifies the type of resource for the approval integration.

  6. Default Resource Buttons: Configure the options displayed to the approver. You can choose and customize possible actions that approvers can take, or links to external systems.

  7. Default Resource Mapper: Add the mapping for the approval record. This transforms the raw JSON object from the external system into the final approval record.

  8. Default Resource Additional Details Mapper: Set up the mapper that takes the output of the Default Resource Mapper to compile data into the final approval record.

  9. Default Resource - Filter Approvals: Adjust filters to include or exclude certain approval records from processing and storing within the approval integration.

  10. Default Resource - Notification Filter: Control if approval notifications are sent to users based on established conditions.

  11. Default Resource Config External Resource Keys: Arrange mapping of external source keys to this resource type.

  12. Default Poller Interval Seconds: Determine the minimum gap between two polling actions.

  13. Account Unlock Poll Grace Period Seconds - [Advanced]: Define the value for 'now', allowing the poller to operate as if it were in the past.

  14. Account Unlock Poller Maximum Look Back Seconds - [Advanced]: Set the maximum duration the system can look back in time to before moving ahead.

Connector Settings

Resource Settings

How to guides

How do I set the Default Resource Type in Moveworks?

  1. Access the approval integration settings in Moveworks.
  2. Locate the field named "Default Resource Type".
  3. Click on the dropdown menu in this field.
  4. Select the type of resource relevant to your integration; for instance, you might choose "CHANGE_REQUEST" or "ACCESS_REVIEW".

How do I use the Default Resource Mapper in Moveworks?

  1. Within the connector-specific or resource-specific settings in Moveworks, find the section labeled "Default Resource Mapper".
  2. In this section, you can add the mapping for the approval record. This mapping transforms a raw JSON object from the external system into the final approval record.
  3. If you leave this section empty, Moveworks will use its default mappings.

How do I customize Notification Strategy for a specific Default Resource in Moveworks?

  1. Navigate to the approval integration settings in Moveworks.
  2. Find the field labeled "Default Resource Config Action Notification Strategy".
  3. Select the checkbox to enable or disable notifications depending on your requirements.
  4. This will allow you to customize how notifications are sent related to actions on this default resource in the approval integration.