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Approve or reject ServiceNow requests with the context in front of you
For approvers who want to record a ServiceNow approval decision after seeing what they are approving, by asking their AI assistant.
On this page
Connector
Connect ServiceNow, pick your AI tool and paste the prompt.
The problem
Approvals given blind, or recorded for someone else
Approvers often decide on a ServiceNow request without seeing what they are approving, or reject it with no reason. When a decision is recorded on another person's behalf, the audit trail can show a choice that was never made.
Without PopdockAI
- Approve from an email link without context
- Reject without leaving a reason
- Record a decision for a colleague
- Leave an audit trail that does not hold up
With PopdockAI
- The single pending approval for the approver is found
- The change type, risk and window are shown first
- A rejection must carry a reason
- One write after you confirm the decision is the approver's own
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record `{approver-name}`'s decision `{decision}` on the approval for `{record-number}`, with comments `{comments}`.
**Step 1: Find the approval**
Call `servicenow-get-approval` with approval-for `{record-number}` and approver `{approver-name}`. Keep only state Requested. If none, report the approvals that do exist for the record and their states, and stop. If several, list them and stop.
**Step 2: Show what is being approved**
If `{record-number}` starts with CHG, call `servicenow-get-change-request` with number `{record-number}` and show type, risk, planned window and short-description.
**Step 3: Check the input**
* `{decision}` must be Approved or Rejected. Anything else: stop and ask.
* A rejection needs a reason. If `{decision}` is Rejected and `{comments}` is blank, ask for one.
**Step 4: Confirm**
Show the record, the approver, the decision and the comment. Ask for an explicit yes. Remind the user that the decision is recorded under the connector's credentials, so it must be one `{approver-name}` has actually made.
**Step 5: Write once**
Call `servicenow-update-approval` once with the approval sys-id, state `{decision}` and comments `{comments}`.
**Step 6: Verify**
Re-read with `servicenow-get-approval` (approval-for `{record-number}`) and report the new state and any approvals still pending on the record.
**Rules & Guidelines:**
* The only write tool this prompt may call is `servicenow-update-approval`, once, after confirmation. Never decide on behalf of an approver who has not given the decision in this conversation.
* Do not call `servicenow-update-change-request`; the change moves on by itself once approvals complete.Who it's for
One answer, three teams that use it
Change approvers
Decide with the change in front of you
See type, risk and planned window before you approve or reject.
Reject CHG0045133 for me, the window overlaps the payroll run.
IT managers
Clear your approval queue
Record decisions quickly while every rejection gets a reason on the record.
Approve RITM0019284 for Sam Patel with the comment: budget confirmed with finance.
Service desk analysts
Record a decision you were given
Log an approver's decision accurately, with a reminder that it must be theirs.
Jordan Lee has approved CHG0045177 by phone. Record it with the comment: approved verbally, see email.
How it works
What PopdockAI does when you ask
You give the record, approver, decision and comment, and your AI assistant shows what is being approved. The decision is written once, after you confirm.
01
Ask
You give the record number, the approver, the decision and a comment.
02
Find
It finds the single pending approval and shows the change type, risk and window.
03
Confirm
You check the decision is the approver's own and say yes.
04
Record
It writes the decision once and re-reads it to show what is still pending.
What PopdockAI provides
The tools behind the answer
Ready made tools for ServiceNow and one secure connection to your AI tool. No code, no exports.
servicenow-get-approval
servicenow-get-change-request
servicenow-update-approval
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Decisions recorded with context and a reason
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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