is part of live and service now umbrella of events I'm SMY Gupta outborn product manager with unified employee experience team glad to be hosting you all for today's session so employee Center Academy is a series of monthly events in which the product and engineering team provides a feature Deep dive on employee Center and related capabilities previously we have covered many interesting topics such as employee news Mega menu configurations curated experiences and so on you could revisit any of our previous sessions on employee center community product Hub and you can see the link on the screen as well some ground rules for the session we'll try to make these uh the session as interactive as possible please feel free to utilize this channel to share your thoughts comments and queries directly with the product team here we also have a couple of polls planned so do engage actively in those polls these feedbacks help us improve the product road map for you then uh please use the Q&A panel to ask your questions um and the chat panel to uh post your comments uh we won't be able to uh monitor the chart panel for questions so uh we might miss out on those queries posted on chart panel please please do utilize the Q&A panel for those this session is being recorded and the recording and the slide deck will be shared on community the SLA is typically 7 to 10 days post which you can um revisit the session the link will be there the topic for today is approval sub and uh we'll be covering what is approval sub what was the need for introducing a capability like approval sub and then we'll be diving deep into the pre-built outof the Box Integrations with approval sub of conquer and workday followed by a detailed demo I'm super excited and glad to introduce our speakers for today from service now we have abishek who's senior manager uh for inbound product management with unified employee experience team and Gupta who's a senior INB product manager with unified employee experience team then on the engineering side we have Shashank and push on the call who will be supporting us with the Q&A I'm also super glad to welcome the bristle con team bristle cone is a third party vendor that service now worked with to build the conquer and workday integration for approval sub welcome and thank you so much for joining us a he'll be supported by his team VI rishab and sorab I'll let abishek say Hi and then abishek you can take over the session awesome hey everyone thank you for joining the session today I'm really excited to talk about uh approval subub and uh showcase what we have built uh over the past few releases U next slide please yeah next please so uh today the approvals experience is broken for employees and employees typically have to manage multiple systems which are usually extremely disperate experiences with the inconsistent processes what happens is employees are overloaded with notifications across the different tools which they are uh uh they need to track for managing their approvals and this makes it difficult for them to prioritize with approvals they need to work on and overall leads to overall decrease in employee productivity next slide please so the vision for approval sub is to help customers achieve uh three goals right the first one is uh we'll be providing Unified Inbox with consolidate approvals across different systems and the second value proposition is the only Channel where uh we'll meet employees across channels in the flow of work so this could be either mobile desktop or even conversational channels such as teams and the third uh value proposition is the admin experience so approval sub is meant for a low code configurable and extensible experience meant for admins to easily configure approvals for their different tools using a point and click interface as opposed to a high code experience next slide please so what is approval sub so it is an experience which is built for approvers to access all their approvals and act within employee Center and as part of this uh feature what we have built is fundamentally a framework uh on top of which we have built a couple of Integrations so we have built integration with coner for expense report approvals and we have built integration with workday for common HR use cases such as uh time of job requisition Etc which you'll hear when we demo it later during the session um next slide at a very high LEL this is approval sub work so it's easy to read this diagram From The Bottom the key part of approval sub is the integration layer with uh the external tools which you use today for work so this could be either concer for expense report Oracle or workday for HR or Cooper Ariba for procurement so approval Hub leverages integration Hub and the spokes for the integration aspect uh for this feature and once the data is pulled into now it is transformed and persisted into our data model and we have a data model for pre-built Integrations for concurrent workday which is available uh but customers can use custom tables for persisting the data as well for your purpose built integration use cases now once the data is pulled into service now and persisted the admin can use the configurable approval sub user experience for Integrations and uh configure the fields which they want to show widgets they want to enable and actions which they want to show for the appro using the uh framework which uh we have now once the admin UI configuration is defined automatically it is available for approvers to act across all the channels so Omni Channel like I said is a key value proposition of this feature so be desktop mobile teams and Outlook these are all the channels which we uh support today for helping the approvers to act on the approvals which uh they get uh in the inbox so this is at a very high level how the approval sub framework will work now what I'll do is I'll hand it over to fic to walk us through the conquer and uh workday Integrations and we'll go into details of uh those two use cases over to you thank you so much abishek and while takes over the screen share uh I'll just take a moment to launch a poll here so as abishek spoke uh about the two pre-built Integrations conquer and workday we would like to understand from you what other applications are you looking to integrate with approval sub please feel free to type in your answer over to you shat thank you smiy thank you abishek uh hello everyone greetings for the day so conquer is one of the outof pox pre-built integration which we are providing with approval Hub coner is used to review the expense reports where reviewer can check the line items providing a single view for approvers to be able to perform actions along with this approver will have an option to view the tagged reips to make a better informed decision in terms of lensing conquer comes with a standalone application of employee Center Pro along with the portal we are providing an omni Channel experience to our users for approving different tasks which are associated with coner on mediums like now mobile Microsoft teams and Outlook moving ahead talking about the high level user flow for conquer it begins when an employee submits an expense report in conquer for approvals in the back endend we look for the pending reports and pull the data from conquer in the service now we will be covering all the aspects as part of the demo but on a very high level when we have the data in the service now system we will perform the data transformation to identify the user subsequently create the record for approval and the relevant line items which will be further assigned to the designated approver now the approver will review the expense report by looking at the line items and attached recepts if there are any and based on the data approver will be able to make the decision and HEI can even add a comment followed by either returning the ticket back to the requester or approving it the expense in a single unified experience so this is the high high level flow of what we have built on conquer now let's move to the demo part for coner and this I'll be taking you through with the end user experience and then we'll move to the integration of coner with service now and in the end we'll cover the different admin configuration options which we have with approval Hub so with respect to the end user experience we have to make couple of assumptions that I am an approver and I have already logged into the service now the second assumption is for the user experience that already admin has configured the approval Hub experience so now the employee has filled an expense report and as an approval I'll navigate to the my task fidget which is available in the header we have also given an option at the home screen for easy approval but for for better experience let's navigate to the my task widget now in this page approver will get a complete overview of all the tasks which are assigned to him or her over here tasks are segregated in two key buckets uh open tasks and completed the open section still requires an action from the approver while they completed as a collection of tasks which are already being approved so on the current page whatever items you are seeing are completely configurable and can be changed as per the requirement within your systems now let's move to the integration part of conquer with the service now overall it's a five-step process which starts with installing the approval Hub integration sap conquer plugin then to begin with the integration we have to initially move to the application Reg history to do the System Authentication within this we are providing an outof boox record called as sap conquer and here as an admin you have to provide two key areas two key information first one is with respect to token URL and the second one is redirect URL token URL you will be getting directly from the conquer while redirect URL is nothing but the link of your current instance of employees Center once this is configured then we have to move to create the connection and credential alas for that we'll be moving to the same within this we'll be moving to connection and credential Alias here again we are providing another outof boox record from our end within the sap conquer record you have to move to the connections in this sap conquer within the credentials you will be opening the record and adding a related link for authentication token once this is being provided from your end the next step is to define the schedule at which you want to pull the reports at a set frequency time gate for that we have to go to the scheduled jobs within the system definitions in this we have to search for conquer and as the name suggests that it'll all the conquer reports uh I'll quickly show you how does it look as an edit record so you can see currently we have set the frequency as once in a day at 10:30 in the morning it is completely customizable based upon your requirements and as per your needs once you have set up the pull record data then we have to set up the runtime frequency and for that we'll be moving to the integration framework so this integration framework is something yeah my bad uh within the integration Frameworks we'll have to go to the sources and this is something which will give you the complete flow understanding as this is the course schedule job which fetches the conquer reports it runs on daily basis as as we have set it to check the complete flow we'll simply go to the get conquer reports and within this flow designer I'll take you through how things are working for conquer while pulling the reports and service now so firstly we'll be quering the coner and look for the records look for the user at the coner then we look for the new expense reports which are available within the coner system as pending if there are any then we look for the user mapping of those reports if the user is not present then we'll look for the user and create the staging records within our system with this step our integration is completed and now we can move to the admin configuration options for the end users for the admin configuration we are providing two different outof boox records within the employee Center so let's just quickly move there so as you can see in the Todo configuration these two records are available first with the name of conquer expense report approval and other one conquer expense report completed as it is suggesting each one is representing what is the front end look for each unit within the my tasks let's get into more details of each one of them so over here I have opened the conquer expense report which is representing the open tasks which we have now as an admin if you want to configure it we are providing a very granular level of details with which you can configure it the very first option which you have is with respect what kind of data you want to pull so as you can see we have applied a certain level of filters which is pulling the data and exactly that is what is fetching the records now if you want to further enhance it and configure it we are providing two options of title row and detail row specifically talking about detail row if you will see currently it is set as custom and we have provid it as a approval sap coner this is exactly same which is being reflected over here in the records so that as an end user you are able to differentiate what kind of record it is for your approve request along with the detailed records now if you have to move on an individual record items and what is being shown on the right hand side then for that you have to move to the task configuration within the task configuration as an admin you will move to the sap approval sap conquer which will give you three key areas of information first one is common info configuration this common info is the header which is there within your records over here you can include the hyperlinks of the conquer report you can include created date State and many more based upon your requirement from the common info we move to the primary info again you'll see that currently we have set Fields like requested for reported Summit time currency exactly that is what is being reflected over here in the middle part of this individual record lastly but the most interesting part is with respect to the tab configuration we are giving these two options of expenses and comments to the approver so through this they'll be able to look at the individual line items with different options which we are providing to them now along with this approver will be able to view the receips if there are any which are attached to this uh there are two options to view the receipts if as an admin I want to view the individual reip for each line item I'll simply have to click the function is functioning is it will open the attached item in a new tab if as an admin I want to see all the recepts which are there we can simply go over here and open it and it'll make a single combined PDF file with a downloadable option which will include all the relevant attachments on the record now to address the privacy concerns I would like to highlight that service now is calling this in a live API and we are not storing any of the recepts within our systems so as an action for approver if they observe that there is any discrepancy within the record and they want to send it back then they can simply come here add on send back with a relevant comment like add relevant recepts for an instance and the moment I'll click on send back this particular particular report will be sent back to the user in the real time for their action item and we'll be getting a prompt that report has sent back and if we consider the other way around for this particular case where James has sent out a project Workshop request with certain transactions which he has done in past uh after reviewing it and I as I approver I feel that yes this is something which should be approved just a one single click and the task will be approved so this is a demo for conquer which include the complete integration configuration and end user experience at approval Hub now moving back to our second configuration which we have done for work day currently as on date we are providing nine different use case request pull in options from workday one of the these requests are pulled in service now approval can perform actions with a better unified experience with respect to license for workday integration with approval Hub hrsd professional or Enterprise is required to provide the Omni Channel experience the workday integration is also available with now mobile this is the list of pre-built out of Works workday approval use cases which we are currently supporting it ranges from time of request job requisition job change and many more now moving to the high level user flow or for the workday let's suppose a scenario where the end user is applying for a time of request as a use case and this HEI will be submitting it for the approval now comes in the service now platform where it'll pull the data from workday at the predetermined time frame which is configurable as per your requirements then the data transformation layer at the first step will identify who the user is and then we will be creating the time of request which will be forwarded to the approver as an assigning they will review the request and have the option to add a comment while sending back or approve the request as per the Norms now moving to the demo part of workday to provide a unified experience to our end user you will observe that the front end experience for approver is exactly similar like I just showed for the conquer again in this case also we are moving with the same assumption that admin has already configured the appro will Hub experience so for instance we can consider this time of request for Logan we are providing a complete configurable detailed view for approver to make an informed decision now from here let's move to the integration part of workday with service now it is a small six-step process starting with a workday HR spoke which is available as part of plug-in as a prerequisite we'll begin our integration with application registry for workday HR for that we'll be going within the System Authentication here again we are providing an outof boox record called workday HR in this section as an admin we have to provide three key URLs authorization URL and token URL will be available from the workday while the redirect URL is the same link of your current instance of employee Center the next step of integration is to create a connection detail and for that we have to navigate to the workday HR spoke within that we'll be moving to the connection details in this you'll see there is a record which is there over here you have to provide some very basic information like what is the base URL what version you want to use it and what kind of web service type you want to use in this once these details are updated next come in is you to create a connection Alias and for that we'll be going to connection and credentials and within that connection and credential Alias again in this we are providing an outof boox record called as workday HR which is easy to configure and this we'll open the connection from the connection we'll go to credential and in the credential we'll be setting the related link of O authorization token once this step is done then we'll move for the pull to-do task in the system and for that we have to navigate to the workday pull to-dos within the workday pull to-dos we'll be going into the configuration pull to-dos over here we have to provide information like what is the report name what is the owner username along with initial load start time date and load interval now whatever date you will be providing in the initial load start date your data within the service now system will start pulling from that date onward for that particular approver as a best practice from our side for the load interval field we suggest that if your data set is big in numbers then set the value for load interval as low as possible as it will help the overall performance of the portal the last step which is involved in the integration is to configure the approval todos with all different use cases you want to pull in the approval hub for the same you have to navigate within the workday pull to-dos to configuration workday approval currently you can see there are eight different use cases which are already added for the first time you have to add them manually by adding the values like what is the report name which you want to Fitch along with the workday integration service name the most important element over here is the business process ID which you will be getting from the workday and once you have set this record as active with domain as Global you are good to go to start fetching and pulling the records from workday in approval Hub and and with this step our integration of workday in approval Hub is completed now we'll move to show you a use case of time of request with a complete flow so I would like to hand it over for the demo part to our counterparts from prison team who will take you through with the rest of the demo uh sure uh so I'll hand it over to V who will be doing the demo uh forther end user experience so we uh over to you yeah thank you thank you uh so hi everyone so thanks for this opportunity and is my screen visible to you uh you all yes R it is visible okay okay okay so um first of all uh our first step will be uh we need to create a approve task on workday site so as we are demonstrated the use case time of request here so we will create a task for time of request on workday side for a employee and then we will pull that task into service now and after that we will uh uh approve that task by in employee Center of that uh particular U uh approval and uh once uh it's approved on service now we will check the same on the workday site again that what was the what is the uh change in the task so this is the uh workday uh portal and I have uh I have logged in with on behalf of Logan so this is the employ name for which I'm creating a time of request so to create time of request I'm just opening the link I'm off it's quite slow yeah so here I'm uh creating a uh time of request task for uh this is the date 19th and 20th August so here we need to select a uh type firstly then I'm providing a comment comment uh like first just to determine uh because we have two type of comments here as we can see here coming second also I'm attaching a document uh for this task so so as this is the time of request I'm uploading a s Le report here here we can have any description whatever we can have anything here so here we can see that uh we have submitted a time of request for 19 and 20th August uh so now we will uh have to uh pull these task into service now so as shid showed us that uh we need to trigger up as like a conquer we need we have also a flow to pull these my task from workday to service now so this is the flow name uh run workday integration flow and we can set any trigger condition uh as per our requirement we can pull uh these task uh any interval uh whatever we want so here are some services so so we can also uh trigger uh we can also have these uh Services also we can pull data for Department location job profile all uh these surfaces we can also trigger but for now to show the only approval Hub I'm just check uh checked this P to do and other are unchecked so I'm triggering this flow so now it's uh trigger so to check if this uh it's status we can check uh this request status in the uh job tracker table so here you can see we have created a job uh which is in uh running state right now okay now it has completed so we can check that uh we can see here that we have pulled data for these uh tasks so we have pull pull to-dos termination job requisition and other also and also we have full time of request to do uh here so just to check that what type of data we have now in service now so he here we can see it is U created it has created just now and we as we uh I uh created a task for Logan so we can check also that record that that record is available or not so yeah we have absence request for uh Logan so now this is the approval uh employee Center and uh as seen Adam is the manager of Logan so he will be the approver for Logan so for that uh we need to check so here we have also a previous request for Logan so I need to just check that report see uh let me check that see Adam Z let me check that I have impersonated with correct user or not Z yeah it's quite slow it's loading okay so here we can see uh that that time of request so here we can see that multiple information which can help us uh to take a decision for this time of request task so we have available time off and total time and unit of time here and we can also see the comments uh so as I uh uh as I submitted some two type of comments so these are line type uh line label comments which are here and we have another comment type also which is event type uh event label type comment we can say so this is the comment which I uh submitted in the second U text box also we can see uh the attachment which I submitted at the time of uh create time of request for Logan so we can also um just download this and view this also here like conerve so now I'm uh approving also we have another option uh sorry I forgot that that we can directly see this uh task on workday directly with this uh link which we have on the task so here we can see the complete process what the uh stage of this task as you can see this is awaiting action with joyang and scen Adams both can uh approve this task uh from workday or service now both side so I'm approving this task and let's see that what happened so I'm approving this task so we have approved this task and we got a message you have approved this request and now this task will be available in completed tab here we can see see the same task with same information what we saw previously now check the uh just I'm just refreshing this page to see the status of this task on workday side so here we can see that actually this is a this step has been completed you can see this up approved by ISU user and now because it is a multi-level task so it will go for another approval for Adams and demo user Logan multiple approval are here to for the second stage of approve approval so yeah so to pull these task the second lbel task if we want to pull this then we need to trigger uh this integration again then we will have a exact uh task status in the service now again so this is the complete uh end to end flow uh to P task from workday to service now and approve approving them and we can also have check have checked the status of uh task in the workday so yeah and one one thing uh if uh somebody uh approve this task on workday side before uh we approve this on service now site in that case we will have a message that if this task is already approved or uh action has been already taken on the workday side we will have that uh message in the uh alert message yeah so yeah oh anything else sh I need to show or are we good no thank you so much for such a detailed presentation uh moving ahead so after the demo for both conquer and workday we would like to provide some additional Guidance with respect to this feature which we are giving with respect to the deployment the licensing for conquer is coming with a standalone EC Pro while in case of workday it is required to have hrsg Pro and Enterprise or Enterprise license compatibility wise coner is supported on the family release version U onwards while workday is available from Vancouver Family release onwards plug-in for conquer these are the four plugins which are required depending upon your Omni Channel requirements while in case of workday uh you need to have a integration with workday along with hrsd and for now mobile a separate plugin for spokes we have an sap conquer spoke while in case of workday it is tied with the current hrsd license which we have moving ahead to the polls to get and gather more and more information based upon your requirements uh we are looking forward to enhance this feature and bring more and more Integrations which are possible so we want to understand what challenges or concerns might be preventing you from adopting approval Hub uh probably SMY would have already launched it in the call and along with that we want to understand would you be interested in connecting with a product team to discuss your thoughts or feedbacks if you have any for the existing Integrations which we are providing with approval Hub as these are the things which will help us in shaping the further scope and road mapap for approval Hub based upon your feedback moving ahead with the exploring further with respect to approval Hub we have multiple different resources which are available this deck will be shared with everyone post this call so you can take and have a look at these resources as they will be again adding more value to you if there are there are any question question which are unanswered so yeah that is it from my end I would like to hand it over back to smti to take it ahead uh thank you so much for your attention thank you so much um and VI and AJ for this wonderful presentation I'm sure it has been super helpful uh for the users present on call today um if you're looking for any further additional help um we have the employee center community product tab link available um we mostly uh use it to post resources such as uh feature demos FAQs um release blog articles um any upcoming events and trainings and so on please do go ahead and explore it further um and we have other events coming up such as deployment officers the next session is scheduled for 27th August um then employee Communications officers the road map webinars and uh the customer Show and Tell um if you have not yet registered for any of these uh Live Events please uh go ahead and register yourself for these um I'll just pause here and um let and abish take up um any of the open questions um would you guys like to address any questions