How to submit a request using the Enterprise Applications Account Request form

Intended for:

Individuals who need to request an Enterprise Applications Account Request in ServiceNow.

Scenario/Use case:

Submit an Enterprise Applications Account Request in ServiceNow.

Instructions:

NOTE: All screenshots were taken using the ServiceNow Developer Instance (red/white color scheme). Users will see the blue/white color scheme instead.

Access form in Portal View

1. To access the Enterprise Applications Account Request in ServiceNow’s portal view, click Request Something.

2. Type “enterprise” in the Search for an item to request bar. The Enterprise Applications Account Request will appear as an option in the Matching items.

Access form in Classic View 

1. To access the Enterprise Applications Account Request type “catalog” in the left-hand filter navigator.  

2. Click on Service Request Catalog.

3. Click on Enterprise Applications Account Request.

Fill out Enterprise Applications Account Request form

1. Once the form has been opened, you will see partial information has been automatically populated in the first section of the form. 

2. Provide a summary of why you need the requested responsibilities in the field provided below.

a. If you are requesting the account for someone else, enter their name in the Employee Name field provided, or use the Lookup using list (magnifying glass) tool. 

3. Click Add in the Access to Systems section. This will cause the Add Row window to open.

4. In the Add Row window, enter an enterprise system you would like to add to your request in the Enterprise Systems field provided. You can also make your selection by using the Lookup using list (magnifying glass) tool.

5. Enter a role for the enterprise system that you have selected in the Role/Responsibility field provided. You can also make your selection by using the Lookup using list (magnifying glass) tool.

a. NOTE: Depending on the role you select, the Training Required and Confidentiality Agreement fields may change automatically or will be automatically populated. The following image is an example:

b. If you’re not sure what role to select, enter another user’s name whom you are trying to replace or fill in or has similar roles associated with the enterprise system you have selected in the Mirror user roles field to mirror their role.

6. Select Add. A row will be added for every enterprise system you add to your request form. The following image is an example:

7. Continue adding more enterprise system applications using steps three through six until you have added the appropriate amount of enterprise systems to your request form.

8. Read the Confidentiality Agreement under the Access to Systems section.

9. Click the box under the Confidentiality Agreement to confirm that you read, understand and agree.

1. NOTE: If submitting a request for someone else, the person for whom you requested the account will receive a ServiceNow notification. They must click on the link provided in the email, scroll to the bottom of the screen, review the Confidentiality Agreement, check the check box noting their agreement and click Save. The request will not be processed until the Confidentiality Agreement has been signed by the person for whom the account has been requested. 

An example email notification received by the person for whom you requested the account is pictured below: 

Here is a view of the Confidentiality Agreement in ServiceNow: 

10. Click Submit.

a. All approvers listed will receive a notification via email for their approval/rejection of your request. Their required approval/rejection will correspond with the role and enterprise system they are an approver of.

b. The Requested Item will update once the approver(s) has approved or rejected the request. Approver information can be found in the Relationships section of the Requested Item.

i. NOTE: After an approver has taken the action required, the Requested Item will continue to progress through the Enterprise Applications Account Request process, adding any approvers sequentially— supervisors, field financial managers, senior lab managers and so on—until completion:
 

c. If training is required, the requestor will be notified of required training via email with further details and a link to the training, as below. Access to a particular enterprise application will not be granted until training has been completed.

How to check the status of your request

Requires Classic View (Click here to learn how to navigate between Portal and Classic View) 

1. Search for your Requested Item number in the search bar on the top right.

2. Scroll down and look for the Approvers tab under the Relationship section of the Requested Item to see if your request is waiting on an approver. 

3. After all required approvals have been granted, for each role you request, a TASK will be created and assigned to the appropriate support organization. You can check to see which TASKS are outstanding in the Catalog Tasks tab in the Relationships section of the Requested Item. 

4. Once all TASKS are complete, the request will be closed.