Access Request - Approvals

The Approvals page in the ServiceNow Hire2Retire IGA portal enables designated approvers to manage pending access requests. This page mirrors the functionality of the Hire2Retire native platform, allowing authorized users to approve, reject, or mark requests as Fulfilled or Revoked without leaving the ServiceNow environment.

A request can have one of the following statuses:

• Pending – The request is awaiting approval.

• Awaiting Action – The request is being processed, including Awaiting Fulfillment and Awaiting Revocation.

• Success – The request has been approved, rejected, revoked, or successfully fulfilled.

• Failed – The request could not be fulfilled, or access could not be revoked due to an error (Fulfillment Failed, Revocation Failed).

You can also filter for requests using the following criteria:

• Recipient
• Requester
• Requested Item
• Approvers
• Status
• Requested Within (using a predefined or custom date range)

Reviewing a Request

To view or review a request, click the View or Review button in the Action column.

• Requested Item
• Request Type
• Recipient
• Requester
• Requester Note
• Approver Note
• Time Limit
• Approvers(s) (This field is visible only to users with the Admin or Approver role)

You can override the time limit selected by the requester before approving the request. As an approver, you can choose a predefined duration or specify a custom date. The selected time limit determines how long the recipient will retain access.

Approving or Rejecting Requests

From the review details page, you can view the request and approve or reject it.

In the case of an entitlement request, once approved, it is automatically fulfilled by Hire2Retire IGA (ServiceNow), and the recipient is added to the requested group. After the time limit expires, the recipient is also automatically removed from the group.

In the case of an application request, the request moves to the Awaiting Fulfillment or Awaiting Revocation state. The application request tracks the corresponding ServiceDesk ticket until it is marked Fulfilled or Revoked. Users with the required privileges can also explicitly mark the request as Fulfilled or Revoked.

The requester and recipient are notified on approval, rejection, fulfillment, and revocation.

For Admins and Reviewers

If you have an Admin or Reviewer role within the ServiceNow Hire2Retire IGA app, you can approve all requests across the organization. You can also mark any request as Fulfilled or Revoked.

You will also be able to see the designated approvers of all requests and filter requests based on approvers.

Also, you will be able to approve the requests that have no designated approvers. Such requests will show up when you select No Approvers in the Approvers dropdown.

You will also be able to bulk approve or reject all requests by selecting the checkbox in the table header.