Integrate ServiceNow with Aptly

Aptly + ServiceNow

Overview

Aptly integrates with ServiceNow to embed Delegation of Authority (DoA) and approval governance into IT, operations, and enterprise service workflows. The integration ensures that authority rules, approval limits, and delegated approver eligibility defined in Aptly are synchronized with ServiceNow approval configurations — so every request, change, or escalation follows valid, policy-aligned authority paths.

By connecting Aptly’s governance engine with ServiceNow’s workflow and service catalog capabilities, organizations reduce manual approval management, improve consistency across workflows, and maintain clear, auditable authority controls at scale.

Key Capabilities

Authority and Approval Configuration Alignment

Aptly serves as the system of record for delegated authority and synchronizes approval eligibility, thresholds, and authority context with ServiceNow. When delegations are issued, updated, or revoked in Aptly — whether manually or via HR-driven automation — ServiceNow approval configurations are kept aligned with the current authority model.

Authority-Driven Workflow Governance

ServiceNow workflows — including Requests, Changes, Service Catalog items, and custom applications — rely on approval structures governed by Aptly’s delegation data. This ensures that only users with valid, current authority are eligible to approve actions such as change requests, access provisioning, procurement requests, or operational exceptions.

Cross-Functional Governance Across ServiceNow Domains

Aptly supports governance alignment across multiple ServiceNow use cases, including:

• IT Change Management (ITSM / ITOM)
• Service Catalog requests
• Access and entitlement requests
• Procurement and vendor onboarding workflows
• HR Service Delivery (HRSD)
• GRC and risk-related approval flows
• Custom scoped ServiceNow applications

Departments, roles, entities, and authority categories defined in Aptly can be mapped to ServiceNow groups, roles, or approval constructs to ensure consistent governance across functions.

Aptly governs approvals in ServiceNow by keeping authority metadata, approver eligibility, thresholds, and routing configurations in sync with your delegation model. ServiceNow’s native workflow engine then uses this data to execute approvals and task routing, minimizing manual configuration and ensuring policy compliance.

Configurable Mapping and Conditional Logic

The integration supports standard ServiceNow tables and approval models, with flexibility to configure additional mappings for custom tables, scoped applications, or conditional approval logic. This allows organizations to support scenarios such as:

• Value-based approval thresholds
• Entity- or region-specific governance
• Role- or request-type-dependent approval rules

Audit, History, and Governance Traceability

All delegation changes and authority updates impacting ServiceNow approvals are logged in Aptly’s audit trail. Governance, risk, and compliance teams gain visibility into:

• Who held approval authority at any point in time
• Which ServiceNow approvals were governed by which delegations
• When authority changed, what changed, and who made the change

This supports audit readiness, incident review, and regulatory or internal governance reporting.

Value to Organizations

Integrating ServiceNow with Aptly ensures that enterprise service workflows operate under a centralized, policy-driven authority model rather than manual approval lists or disconnected configurations. The integration reduces approval friction, improves compliance, and provides confidence that all ServiceNow actions adhere to authorized governance boundaries.

The result is a scalable, auditable, and policy-aligned service management ecosystem that balances operational speed with strong internal controls.

Example Use Cases

• IT Change Management: Ensure change approvals are limited to individuals with valid delegated authority for the impacted systems or risk level.
• Access & Entitlement Requests: Govern approval eligibility for access provisioning based on role-based and delegated authority rules.
• Service Catalog Requests: Apply authority thresholds to high-impact or high-value service requests.
• Procurement & Vendor Requests: Align purchase and onboarding approvals with Aptly’s delegation limits.
• Audit & Compliance: Produce reports showing which ServiceNow approvals were governed by which delegations at any historical point in time.