Form data in approval email

Identity Security Cloud (ISC) ISC Discussion and Questions
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1

Hi All,

Hope all are having a good day!

We are looking for a way to update the request approval system email to display the form data that is submitted as part of a request submission.

Am aware that we can update the email templates in system via Admin > Emails

However it is not clear on whether we can get the context from an Access Request submitted workflow into the approval email.

Below is the sample workflow for our POC:

Question: How can we display the data entered by user from the Fill Form action (this is a form action which was sent to user) in the system email that gets triggered as part of the Approval Policy action.

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Thanks

Richard

2

I did some online research around this & found the following information, which should help narrow down the issue.

I do not believe this is possible directly. The system approval email cannot display Fill Form data, and there is no supported way to inject it.

The approval email fired by your Approval Policy step is the Access Request Reviewer template. It only knows about access request data like requester, requested item, comments, etc. It does not see anything from your Fill Form step, so editing that template under Admin > Emails will not expose form outputs there.

Workaround: add a Send Email action right before the Approval Policy step and send it to the same reviewer. In the Templating Context, pull the form values in like this:

{
  "requestedFor.$": "$.form.formData.requestedFor",
  "justification.$": "$.form.formData.justification",
  "amount.$": "$.form.formData.amount"
}

$.form.formData.<fieldId> is the documented way to reference the preceding Form step’s output, per SailPoint’s own Workflow Actions doc (see the Manage Access examples). Referencing by step name like $.fillForm.formData.x also works in many cases, but $.form is the safer default since it doesn’t depend on what you named the step. Replace the field IDs above with your actual form field IDs. Then in the email body just reference them:

Requested For: ${requestedFor}
Amount: ${amount}
Justification: ${justification}

The reviewer will get two emails. One from your Send Email step with the form data, and the regular approval email with the approve/deny link. The approval flow itself does not change.

Hope, this helps :slightly_smiling_face:

3

To read the form input in the email, we have to write the below snippet in the send email action- Templating context
{

“requestedFor.$”:“$.form.formData.requestedFor”,
“email.$”:“$.form.formData.email”

}

replace with actual field names in form .

4

Hi @richard_fernandes , I have a question, you are using Access request submitted trigger, so do you have Adaptive approvals enabled in your tenant?
Is there any way to use access request submitted trigger, if Adaptive approvals are disable in the tenant.

Appreciate your help
Thanks in Advance

5

Hi @punna0001,

Thanks for the inputs!

Yes, the Send Email action to pull form data is one we have implemented in an alternate design of the workflow. We will check whether reviewer receiving two emails is a workable solution to our stakeholders

Thanks

Richard

6

Hi @SatishAtike ,

Form what am aware, if you are able to set a workflow as an access item’s approval type, then you should be able to use Access Request Submitted trigger.

The approval workflow below is the workflow design I posted originally

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Thanks

Richard

7

Thank you @richard_fernandes ,
So if Approval type is “Reviewer”, then we cannot use the Access request submitted trigger.