Hello,

Generally when the user leaves the organization, all the approvals that weare assigned to that user will be left unattended. So we had an requiremnt, where we wanted to send a summary of the list of approvals along with the count of approvals to the user's manager.

We need mainly 3 things.

1. Business Rule to identify when the user gets inactive.

2. Event to trigger a notification

3. Notification and email script

Business Rule: When user Becomes InActive

When to run

Advanced

Script under Advanced:

(function executeRule(current, previous /*null when async*/) {
    // Add your code here
    gs.eventQueue('notify.manager.approvals',current,current.manager,current.sys_id.toString());
})(current, previous);

2. Event

3. Notification

When to Send

Who will receive

What it will contain

Mail Script: list_user_approvals

(function runMailScript( /* GlideRecord */ current, /* TemplatePrinter */ template,
    /* Optional EmailOutbound */
    email, /* Optional GlideRecord */ email_action,
    /* Optional GlideRecord */
    event) {
    // Fetch the no. of entities on which the approvals exist.
    var user_id = event.parm2.toString();
    var gr = new GlideAggregate("sysapproval_approver");
    gr.addEncodedQuery("approver=" + user_id + "^state=requested");
    gr.addAggregate('COUNT', 'sysapproval.sys_class_name');
    gr.query();
    var approval_types = [];
     var link = '<a href="' + gs.getProperty('glide.servlet.uri') + "sysapproval_approver_list.do?sysparm_query=approver%3D" + user_id + "%5Estate%3Drequested&sysparm_view=" + '"> Click her to view all approvals  </a>';
    template.print("<br>");
    template.print(link);
    template.print("<br>");

    while (gr.next()) {
        var obj = {};
        var approvalCount = gr.getAggregate('COUNT', 'sysapproval.sys_class_name');
        var approval_type = gr.getValue('sysapproval.sys_class_name');
        approval_types.push(approval_type);
        template.print("<br>Approvals for <b>" + approval_type + "</b> are " + approvalCount);
    }
    for (i = 0; i < approval_types.length; i++) {
        template.print("<br><h4>" + approval_types[i] + "</h4>");
        var grApproval = new GlideRecord("sysapproval_approver");
        grApproval.addEncodedQuery("approver=" + user_id + "^state=requested^sysapproval.sys_class_name=" + approval_types[i].toString());
        grApproval.query();
        while (grApproval.next()) {
            template.print("<br>Approval record is " + grApproval.sysapproval.getDisplayValue());
        }
    }
})(current, template, email, email_action, event);

Sample Output

Let me know if you have any questions in the comments below.

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