Updating Submissions and Triggering Notifications

Now that you can create onboarding approvals and external tickets, it's time to complete the loop:

• Update the ServiceNow ticket once an approval decision is made
• Update the onboarding submission’s internal status
• Notify the assigned manager or relevant team members automatically

This module will show you how to close the process seamlessly — no manual follow-up needed.

What You’ll Do

In this section, you'll:

• Build a workflow on the Approval Form
• Update the ServiceNow incident with the approval outcome
• Update the onboarding submission’s internal Status
• Send an email notification to the assigned manager

This makes your process fully automated from start to finish.

Why This Matters

When a manager completes the Approval Form, you want to:

• Store the ServiceNow Incident ID in the approval submission (for traceability)
• Store the Submission ID in the original onboarding request (for linking)

To make this happen, you’ll first create an internal integration that lets you update submissions directly in Kinetic then use that in your Approval Form workflow.

Step 1: Create a Workflow for your Approval Form

First, you’ll create a new workflow triggered when an Approval Form is submitted.

To set up the workflow:

1. Navigate to Build > Kapps > Onboarding > Forms
2. Click on the Approval Form
3. Click Workflow in the left-hand menu
4. Click + New Workflow
5. Enter the following:
   • Name: Submitted
   • Event" Submission Submitted

Step 2: Update the ServiceNow Incident

Next, update the ServiceNow ticket to reflect the approval decision.

1. Click the + icon next to the Start node
2. Select the Integration filter type
3. Select the ServiceNow integration
4. Fill in the following:
   • + Add New Operation if needed:
     • Name: Update Incident
     • Method: PUT
     • Request Path: /table/incident/{{sys-id}}
   • Under Headers, add:
     • Key: content-type
     • Value: application/json
   • Under Body select the Raw option:

{
  "short_description": "{{approval}}"
}

 

4. Create the Operation.
5. Name the Node: Update Incident

There are now two Parameters for you to define.

Map the Parameters for the Update Incident Node

Step 3: Update the Onboarding Submission Status

Next, update the original Onboarding Request’s Status field based on the approval outcome.

To add the update:

1. Click the + icon after the Update Incident node
2. Select the Integration from the filter
3. Use the existing Submission connection
4. Create a new Operation if needed:
   • Name: Update Onboarding Request
   • Method: PUT
   • Request Path: /submissions/{{submissionId}}

Add in Headers:

Define the Body (Raw):

{
  "values": {
    "Status": "{{status}}"
  }
}

 

5. Create the Operation.
6. Name the Node: Update Onboarding Request

You will now have two parameters to map.

Map the Parameters in the workflow node

Save the Workflow when you are done.

Step 4: Send an Email Notification (Optional)

You can optionally notify the assigned manager or team of the approval decision.

To send the email:

1. Click the + icon after the Update Onboarding Status node
2. Select the Send Email (SMTP) node type

Fill in the following fields:

HTML Body Example:

<p>Hello,</p>
<p>The onboarding request for <strong><%= @values['Name'] %></strong> has been <strong><%= @values['Approval'] %></strong>.</p>
<p>Thank you!</p>

Click Finish when you are satisfied with the message.

Save and Test

After setting up your nodes:

1. Save your workflow
2. Submit a test approval using the Approval Form
3. Confirm the following:
   • The ServiceNow incident is updated with the approval decision
   • The Onboarding Request's status is updated to Closed
   • The assigned manager receives an email notification

Recap

In this module, you:

• Built a workflow triggered by an Approval Form submission
• Updated the corresponding ServiceNow incident with the approval decision
• Updated the onboarding submission's internal status
• Sent an automated notification to the assigned individual

You now have a fully automated, multi-system workflow — with no manual follow-up needed!

Expand Your Knowledge

• Learn Your Workflow Node Types
• Workflow Debugging and Monitoring

Next Up

Wrapping Up with Final Testing and Best Practices — learn how to validate your entire workflow, troubleshoot common issues, and prepare for deployment.