Access Request Forms: Approve an ARF

Access Request Forms (ARFs) are used to grant secure access to the University's enterprise systems, including PeopleSoft, Data Warehouse, and reporting systems. Once someone submits an Access Request form, it needs to go through a series of approvals by supervisors, data custodians, and others.

You will receive an email if you are listed as an approver for an ARF. This article explains how to approve or reject an ARF. 

Note: Forms and instructions for submitting an ARF can be found in the Enterprise Access Requests self-help guide.

There are two methods for managing these approvals:

Note: Requests for approvals expire in 14 calendar days. After 7 days an automated reminder email will be sent to the approver.

Using email notifications to manage approvals

You can manage the requests awaiting your approval via email notifications.

  1. Find and open the request email:
    1. Request emails come from "UMN Service Desk". The subject line starts with "RITM" followed by a specific number, then "Access Request Form - <Your Name> Approval Required."
    2. Example subject line:
      Screenshot of subject line in Gmail inbox, starting with RITM...
  2. Review the request for accuracy, if necessary:
    1. Click Request Item Number. The Request opens in ServiceNow.
    2. Review the request.
    3. Return to your email.
  3. Use the appropriate link in the email to approve or reject the request.
    Note: If any portion of the request should not be approved, you should reject the request.
    1. Click here to APPROVE ... will open a new email message. 
      1. Send the email to approve the request.
    2. Click here to REJECT ... will open a new email message. 
      1. Indicate the reason for the rejection in the space provided. Note: The requester will be copied on this email.
      2. Send the email to reject the request.

Using the ServiceNow application to manage approvals

  1. Find the request for approval:
    1. Open ServiceNow. You'll need to sign in with your Internet ID and password.
    2. Click My Approvals in the left navigation under Self-Service. The list of requests that are waiting for your approval opens on the right.
  2. Review the request for accuracy, if necessary:
    1. Click Requested for any item.
    2. Scroll down to view the details. 
  3. Approve or reject the request:
    Note: If any portion of the request should not be approved, you should reject the request.
    1. To approve the request:
      1. Click APPROVE in the upper right.
    2. To reject the request:
      1. Provide a reason for the rejection in the Approval / Rejection Comments field. 
        Note: The requester will be emailed the rejection and reasons.
      2. Click REJECT in the upper right to approve the request. 

Additional Information

Forms and instructions for completing an ARF can be found in the Enterprise Access Requests self-help guide.