As a tenant administrator, you create a pre-approval workflow subscription that runs a vRealize Orchestrator workflow when a service catalog request generates an approval request that matches the configured conditions.


  • Log in to the vRealize Automation console as a tenant administrator.

  • Configure an approval policy level named External level for software. See Scenario: Create an Approval Policy for External Approval.

  • Create a custom vRealize Orchestrator workflow that sends the request to your external system. In this scenario, use the Automation Approval Request workflow.


  1. Select Administration > Events > Subscriptions
  2. Click the New icon (Add).
  3. Click Pre Approval.
  4. Click Next.
  5. On the Conditions tab, configure the triggering conditions.
    1. Select Run based on conditions.
    2. From the Clause drop-down menu, configure the following condition:




      Data > Information about the request > Approval level name


      External level for software

    3. Click Next.
  6. On the Workflow tab, browse the Orchestrator tree and select your Automation Approval Request workflow.
  7. Click Next.
  8. On the Details tab, enter the name and description.

    In this scenario, enter Software External as the name and Sends approval request to external system as the description.

  9. In the Timeout (min) text box, enter 120.

    The amount of time you specify until the subscription workflow times out depends on the target system. If vRealize Automation does not process a reply from the target system in the specified number of minutes, the request is automatically rejected.

    If you do not provide a value, the default timeout is 24 hours.

  10. Click Finish.
  11. Select the Software External row and click Publish.


The Software External pre-approval event subscription now receives pre-approval event messages.

What to do next

  • If you applied the approval policy to a software component in an active entitlement, request the item in the service catalog and verify that your approval policy and workflow subscription work as designed.