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JennySt5
JennySt5
Level 2
June 12, 2025
Solved

Set ApprovalProcess to Private with Fusion

  • June 12, 2025
  • 1 reply
  • 539 views

I have been able to set up custom approval processes with the help from the cookbook, but I noticed that my approvals are showing up in the system approval processes.  When I created the approval process I set it to "isPrivate: true" but when I look at the system processes, that setting is listed as false.  

 

I also created a 1 off single approval and confirmed in fusion that it shows as "isPrivate: true", and it did not show in the system approval processes so I'm assuming that's the setting I need.

 

I even added an 'update approvalprocess' module after I create my custom process to update it with the setting changed to isPrivate true, but it still doesn't change. There is no error, it just doesn't seem to do anything.

 

Do I need to have another setting enabled for the privacy setting to work?

Best answer by Sven-iX

I understand. 

The createRecord module is plain unable to create a single-use / private approval process. Many fields missing. Like, where are you setting up stages, and approvers? So this module ONLY creates non-private, system-level approval processes. 

 

The only way I know to create single-use approvals is using the customAPI module: 

  • you have to use the internal API
  • use PUT as method
  • you have to supply a JSON object that has
    • approvalProcess
      • approvalPaths[]
        • approvalSteps[]
          • stepApprovers[]

 

 

When you trace the actual call made in the UI you'll notice that the UI helps itself by creating dummy IDs because in the JSON you have to relate the nested objects to each other, e.g. relate the setApprover to the approvalStep. In your JSON you can just use 1, 2, 3 etc.

 

Example JSON attached. I pasted this into the body field. 

 

Note that you pass the ID of the item on which you want to approval in the "URL" line

 

1 reply

Sven-iX
Community Advisor
Sven-iXCommunity Advisor
Community Advisor
June 17, 2025

Hi @jennyst5 it looks like "isPrivate" is synonymous with "one-off". When you create an approval process in Setup > Processes it is by definition, not private but available throughout the system limited only by group-association. 
A one-off approval process is not visible anywhere but on the object you created it for. 

So - you cannot create a process visibile in Setup that is "private", nor can you modify that process to become private. 

JennySt5
JennySt5Author
Level 2
June 18, 2025

I am not creating the approval in Setup, I'm creating it with an API call in Fusion. In that call I set isPrivate: true, but it doesn't seem to do anything.

 

The approval process then shows up in the approval processes in setup with isprivate set to false.

 

So I'm wondering if there is something else in my API call that I need to do for it to actually be a single use approval.

Sven-iX
Community Advisor
Sven-iXCommunity AdvisorAccepted solution
Community Advisor
June 18, 2025

I understand. 

The createRecord module is plain unable to create a single-use / private approval process. Many fields missing. Like, where are you setting up stages, and approvers? So this module ONLY creates non-private, system-level approval processes. 

 

The only way I know to create single-use approvals is using the customAPI module: 

  • you have to use the internal API
  • use PUT as method
  • you have to supply a JSON object that has
    • approvalProcess
      • approvalPaths[]
        • approvalSteps[]
          • stepApprovers[]

 

 

When you trace the actual call made in the UI you'll notice that the UI helps itself by creating dummy IDs because in the JSON you have to relate the nested objects to each other, e.g. relate the setApprover to the approvalStep. In your JSON you can just use 1, 2, 3 etc.

 

Example JSON attached. I pasted this into the body field. 

 

Note that you pass the ID of the item on which you want to approval in the "URL" line

 

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