> For the complete documentation index, see [llms.txt](https://help.security.gallagher.com/command-centre/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.security.gallagher.com/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/working-with-workflow-templates/access-request-on-behalf-template.md).

# Access Request on Behalf Template

## Use Case Overview

This workflow enables a person to request access for another individual, e.g.

* Managers can request access to specific areas for their employees.
* A contractor's manager within the company can request the necessary access for contractors.

Requests are routed to the relevant approvers. As with all requests in AccessNow, cardholders for whom access is requested must already exist in the Command Centre.

## Prerequisites Configuration

Before configuring this template, ensure the required system entities, such as lists or approver groups, are already set up. This includes pre-configuring the following elements:

{% stepper %}
{% step %}

### [Command Centre Access Group List](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/command-centre-lists/access-groups-list.md)

Import the Access Group list from the Command Centre and configure it with the desired areas available for requests.
{% endstep %}

{% step %}

### [Command Centre PDF List](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/command-centre-lists/pdf-list.md)

Import the Personal Data Fields list from Command Centre. This lets AccessNow use cardholder details in the workflow. For example, it can look up the requester's cardholder record and display relevant details to the requester or approvers.

{% hint style="info" %}
You only need to import the Command Centre PDF List once. If you already imported it for another workflow, you can skip this step.
{% endhint %}
{% endstep %}

{% step %}

### [Approver Groups](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/approver-groups.md)

Approver Groups are collections of individuals who review requests and make approval or denial decisions. They must be preconfigured for use in a workflow. Different Approver Groups can be assigned to each Access Group. It is advisable to establish a Default Approver Group to act as a fallback when no Approver Group is assigned to an access group.
{% endstep %}

{% step %}

### [Access Groups & Approver Groups linking](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/lists/command-centre-lists/access-groups-list/assigning-approvers-to-access-groups.md)

Each Command Centre Access Group has an assigned approver group. This ensures that each area is approved by the responsible individuals. Configure the assignment of approver groups to the access groups accordingly.
{% endstep %}

{% step %}

### [Notification Email Templates](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/email-templates.md)

The workflow automatically sends notification emails at configured points, such as notifying approvers when an approval task is created or informing a requester when a request is completed. Email templates for these notifications should be predefined. Some templates are workflow-specific, while others are reusable. The emails use variables to personalise the content and ensure tailored messages.
{% endstep %}

{% step %}

### [Create a New Workflow](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/creating-a-new-workflow.md)

To create a workflow from a template, first manually create an empty workflow.
{% endstep %}

{% step %}

### [Import a Template](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/working-with-workflow-templates/importing-workflows.md)

Download the template you want to customize and import it into the empty workflow created earlier. After that, you can start customizing your template.

Once the workflow is imported, steps and fields needing configuration are highlighted in red and are also mentioned in the validation messages. Follow the instructions below to configure these steps.

<figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FlwLQE4OiAGJHAS68wVIP%2Fimage.png?alt=media&amp;token=e7999e4f-3add-4b7e-a033-eb5674c989ef" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Step configuration: *Data Initialisation*

Open the workflow in [edit mode](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/editing-a-workflow-version.md) and find the [Data Initialisation step](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/data-initialisation-step.md). This step configures all necessary fields and values required for the workflow before the process runs.

{% hint style="info" %}
The Data Initialisation step is where you link the workflow template to the prerequisite elements you configured in the previous steps. Learn more about [Data Initialisation step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/data-initialisation-step.md).
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2Fyx5wObYbBOi4EJaaONo9%2FScreenshot%202026-03-20%20at%2010.36.58%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=2de997b3-96b9-4c46-8979-f3465f664a3d" alt="" width="300"><figcaption></figcaption></figure></div>

#### Data Setup tab

**Click** on the step. It displays the step's configuration in the side panel.

Find the step's **Data Setup** tab. Steps and fields that need configuration are highlighted in red and are also mentioned in the validation message. Follow the instructions in the table below to configure the required fields.

Remember to **Save** your changes.

{% hint style="warning" %}
To learn how to reference the **Command Centre PDF IDs** in AccessNow, follow these instructions: [Command Centre PDF IDs](broken://pages/Q8ZBe78gUpYN1tmHXtbV)
{% endhint %}

<table><thead><tr><th>Field Name</th><th width="131.748779296875">Value Type</th><th>Value</th></tr></thead><tbody><tr><td>AreaAccessList</td><td>List</td><td>Select the list containing the imported Command Centre Access Groups.</td></tr><tr><td>DefaultApproverGroups</td><td>Group</td><td>Choose the default approver groups for this type of request.</td></tr><tr><td>UniqueUserPdfForRequester</td><td>Select Command Centre PDF List</td><td>This field identifies the <strong>cardholder who is making the request</strong>. Select the PDF that uniquely identifies the cardholder, such as <em>Email</em>. </td></tr><tr><td>UniqueUserPdfForRecipient</td><td>Select Command Centre PDF List</td><td>This field identifies <strong>cardholder for whom access is requested.</strong> Select the PDF that uniquely identifies the cardholder, such as <em>Email</em>. </td></tr><tr><td>ReadPDFsFromCC</td><td>Select Command Centre PDF List</td><td>Select the PDF that references the cardholder information visible to the approvers, such as <em>Department</em>, <em>Phone</em>, <em>Role</em>, or <em>Cardholder Photo, etc.</em></td></tr><tr><td>NotifyApproverEmail</td><td>Email Template</td><td>Select the notification email template to send to an Approver Group when a request for approval is created.</td></tr><tr><td>RequestCreatedEmailForRecipient</td><td>Email Template</td><td>Select the notification template to inform the access recipient about the request creation.</td></tr><tr><td>RequestCompletedEmailForRecipient</td><td>Email Template</td><td>Choose the notification email template to send to the access recipient when a request is completed.</td></tr><tr><td>RequestCompletedEmailForRequester</td><td>Email Template</td><td>Choose the notification email template to send to the requester when a request is completed.</td></tr><tr><td>RequestFailedEmailForRequester</td><td>Email Template</td><td>Select the email template for notifying the requester when a request fails due to a system error.</td></tr><tr><td>RequestFailedEmailForApprover</td><td>Email Template</td><td>Select the email template for notifying the approver when access provisioning fails due to a system error.</td></tr><tr><td>RequestRejectedEmail</td><td>Email Template</td><td>Choose the notification email template to send to the requester when a request is rejected by the approvers.</td></tr></tbody></table>
{% endstep %}

{% step %}

### Step configuration: *New Access Request on Behalf*

The purpose of this step is to gather request details from the requester using a preconfigured input form. While the form is already preconfigured, the data source for the Access Group list still needs to be configured.

{% hint style="info" %}
Learn more about the [Input Step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/input-step.md).
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FgIeesyLotE7JqsgKu9of%2FScreenshot%202026-03-20%20at%2010.33.14%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=321382a6-e154-4dd6-b511-7b6d97c57dfe" alt="" width="315"><figcaption></figcaption></figure></div>

#### Form Fields tab > Areas they require access to > Data Source

**Click** on the step. It displays the step's configuration in the side panel.

Locate the step's **Form** **Fields** **tab**.

Find the field named **Areas they require access to**.

Select the **Data Source** section. Open the **List Reference** drop-down. Choose the list of the Access Groups imported from the Command Centre. This is the list of access groups available for requests.

Remember to **Save** your changes.

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2F3QgismonroVnMhoxQ7df%2Fimage.png?alt=media&amp;token=043cd16d-21a6-42ad-b10b-2b930405b726" alt="" width="555"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Step configuration: *Find Requester in Command Centre*

This step locates the requester's cardholder record in Command Centre using the unique ID (*UniqueUserPdfForRequester*) provided during the *Data Initialisation* step. It can also retrieve additional cardholder information, such as *Department*, *Phone*, *Role*, or *Date of Birth*, when available in Command Centre. The template supports up to four PDFs. This information then appears for the approver.

{% hint style="info" %}
Learn more about the [Process Step configuration](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-step.md).
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FPfOxCTnZg3GdWOZszZVx%2FScreenshot%202026-02-20%20at%2013.29.27%20%E2%80%93%20ScreenClip%20(2).png?alt=media&amp;token=23f669cf-6a6b-4801-87cd-b99d10afbe3d" alt="" width="277"><figcaption></figcaption></figure></div>

#### Process tab > Output Map parameters

**Click** the step. Its configuration appears in the side panel.

Open the step's **Process > Output Map** tab.

In the Data Initialisation step, you selected the Personal Data Fields (PDFs) to look up in Command Centre and display in AccessNow. This process step retrieves those fields.

Configure the **labels** for the Command Centre PDFs. Use the expected Command Centre label names. Add them as parameters under **Process > Output Map**, as shown below.

Output Map fields **before configuration**:

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2F0eHTn0iAppdLivHyPCor%2Fimage.png?alt=media&amp;token=2217b9e9-c606-4f5f-91b3-77e8584d332b" alt=""><figcaption></figcaption></figure></div>

Output Map fields **after configuration**. In this example, two unused fields were deleted. **Save** your changes.

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FOpfTAB1Ca8nd9Cjin2Gp%2Fimage.png?alt=media&amp;token=9991fa33-81e6-4e8a-92ad-4fa57ab0d3c6" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### *Step configuration: Find OnBehalf User in Command Centre*

The configuration of this step is identical to the previous step, *Find Requester in Command Centre*. This step is designed to extract recipient information from Command Centre and display it to the approver.

Locate the step's **Process** **tab** **>** **Output Map** and **follow the instructions from the previous step** to configure the Recipient's Output Map fields.

Remember to **Save** your changes.

{% hint style="info" %}
Note: The workflow returns to the *New Access Request on Behalf* step if the access recipient is not found in the Command Centre. In this case, the requester must enter the recipient's details again.
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FM75uMhpYnMKh9CFpQasR%2FScreenshot%202026-03-20%20at%2010.33.14%20%E2%80%93%20ScreenClip%20(2).png?alt=media&amp;token=186cf1e6-83ca-40aa-8c5c-3d8345856c1f" alt="" width="315"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### Step configuration: *Approval for Access Request*

This step creates an approval task for the relevant approver group.

{% hint style="info" %}
Learn more about this type of step in the [Process Task Step section](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-configuration/steps/process-task-step.md).
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FRzwqEqxDRrZaiQClZqpE%2FScreenshot%202026-02-20%20at%2015.36.00%20%E2%80%93%20ScreenClip%20(1).png?alt=media&amp;token=78090b4c-752b-4350-85b7-76a95fe544db" alt="" width="305"><figcaption></figcaption></figure></div>

#### Input Fields tab > Requester Details

The **Requester Details** use the *UserCard* control to display user information, as shown below.

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2F0LDjLfuavsk99uZXmnzT%2FScreenshot%202026-08-27%20at%2016.18.13%20%E2%80%93%20ScreenClip%20(1).png?alt=media&amp;token=8f846fb4-5f30-4ff2-9ac3-8c59ae66a612" alt="" width="563"><figcaption></figcaption></figure></div>

Go to **Input Fields > Requester Details > UserCard Details**.

The UserCard is an interface element designed to display user details. Its configuration includes definitions for the data to be displayed, such as **First Name** and **Last Name**, which are selected and configured by default.

You can configure the additional **CardholderPdf\_1**, **CardholderPdf\_2**, **CardholderPdf\_3**, and **CardholderPdf\_4** fields, as shown below.

Configure these fields based on the information you want to display. Select the fields in the *Data Initialisation* and *Find Requester in Command Centre* steps. For example, **Field3** was cleared because it was not used.

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FpOSB3pF4SUFez8fjrBNX%2FScreenshot%202026-08-27%20at%2016.26.45%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=848e9c99-4af6-4fe3-863f-65f245c4c29e" alt=""><figcaption></figcaption></figure></div>

In this example, the workflow retrieves **Photo**, **Role**, and **User ID** details from Command Centre.

To complete the configuration, choose labels for the cardholder information retrieved from Command Centre and shown to the approver. See the example below.

{% hint style="info" %}
To use the current Command Centre cardholder photo, select the **Photo** box. Then select the *CardholderPdf* variable assigned in the **Find Cardholder** workflow step.
{% endhint %}

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2F1PFIFvklXeddwci0TYcx%2FScreenshot%202026-08-27%20at%2016.46.17%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=76f75032-2a67-4b9b-9504-6d08d3a692eb" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
If your workflow has multiple Approval steps or needs information about other cardholders, repeat these steps for each Approval step or UserCard. This applies to requests made on another person's behalf.
{% endhint %}

Remember to **Save** your changes.

#### Email tab > Contact Email Template

Requesters can contact the approver group by selecting the **Contact our team** link. They can enter a custom message and send it to the approval team. This requires an email template for messages sent to approvers.

<figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2FvFehacAlRNrCGvl2DSGe%2FScreenshot%202026-02-20%20at%2015.44.09%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=1de81e05-6769-4989-977b-1787b4ae1188" alt=""><figcaption></figcaption></figure>

To configure the email template, open the **Email** tab. From the **Contact Email Template** drop-down, select the template used when a requester contacts the approval team.

Remember to **Save** your changes.

<div data-with-frame="true"><figure><img src="https://3605010251-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FHOxYzVrszbXcNBUauC0e%2Fuploads%2Faz9QyWaI3I75V2M0webn%2FScreenshot%202026-02-20%20at%2015.52.26%20%E2%80%93%20ScreenClip.png?alt=media&amp;token=8454b448-343d-4f69-b270-293a4ffd0fa9" alt="" width="329"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

### [Test the Workflow](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/testing-a-workflow-version.md)

It is recommended to test the workflow before publishing it for use by the system's end users.
{% endstep %}

{% step %}

### [Publish the Workflow](/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/workflow-management/publishing-a-workflow-version.md)

After testing and being satisfied with the results, publish the workflow to make it available for system users to make requests.
{% endstep %}
{% endstepper %}

{% hint style="info" %}

### *Parent Complete* Workflow Branch

When a user requests access to multiple areas, the system creates a parent request and separate child requests for each area. The parent request is not shown in the user interface, but the child requests are visible as individual Approval Tasks.

The **Parent Complete** branch ensures that once all child requests are completed, the parent request is also marked as complete in the backend. The Parent Complete action is configured in the **Approval** step.

When all of the child requests reach completion, the parent complete action triggers the parent request to move to the end process step, marking the entire request as finished.
{% endhint %}


---

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## Querying This Documentation
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Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://help.security.gallagher.com/command-centre/accessnow-user-guide/workflow-creation/creating-and-managing-workflows/working-with-workflow-templates/access-request-on-behalf-template.md?ask=<question>&goal=<endgoal>
```

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