Service Catalogue Review.
KB Article 743 · Governance · Form Owners
How to complete a Service Catalogue Review when MirrorSphere asks you to confirm who can submit your organisation’s IT request forms and how those requests should be approved. This guide covers the email you receive, the three ways to proceed, the form configuration screens, nominating colleagues, reminders, and what happens after you submit.
What is a Service Catalogue Review?
Your organisation uses a set of IT request forms — covering things like new starters, leavers, hardware requests, software access, shared mailboxes, and more. Depending on how your account is configured, your review may include several forms, so it is worth setting aside a few minutes to work through each one.
From time to time we ask you, as the person responsible for these forms, to confirm two things for each one:
- Who can submit this form — either everyone in your organisation, or only specific people.
- How requests are approved — either by a defined group (a review committee), or automatically by the requestor’s line manager.
I Received a Review Email — What Do I Do?
You will receive an email from MirrorSphere with a button labelled Review your forms. Click it to open a secure review page in your browser.
When you open the link you will see a list of all the forms assigned to you for this review, and three options for how to proceed:
| Option | When to use it |
|---|---|
| I’ll complete all forms myself | You want to review and confirm the settings for each form yourself. |
| Nominate one person to complete all forms | Someone else in your team is better placed to configure all of the forms. They will receive their own secure link. |
| I’ll nominate a different person per form | Different people are responsible for different forms. Each person receives their own secure link for their assigned form(s) only. |
You will also be asked to choose a review schedule — how often you’d like to be reminded to carry out this review in future (for example, every 6 months or annually).
Completing the Review Yourself
If you choose to complete all forms yourself, click Continue to move to the form configuration screens. Each form has up to three sections:
Whole company — any member of your organisation can submit this form. No restrictions.
Specific users (via role) — only selected individuals will be able to submit this form. Use the search box to find and add the relevant people.
Review committee — a defined group of people reviews and approves each request. Select the individuals who make up this group.
Line manager — the requestor’s line manager automatically approves requests.
You can optionally nominate someone who can update this form’s settings on your behalf in future reviews. This is useful if you expect to delegate this responsibility to a colleague going forward.
Use the Next form → button to move through each form in turn. On the last form, click Submit all responses to complete the review.
Nominating Someone Else
Nominating one person for all forms: Select the person from the dropdown. They will receive a secure email with their own review link. You can also tick the option to allow them to reassign individual forms to other colleagues if they wish.
Nominating a different person per form: Use the dropdown next to each form name to select the relevant person. Each person will receive a separate secure link for only the forms you have assigned to them.
I Was Nominated — What Do I Do?
If someone has nominated you to complete one or more forms on their behalf, you will receive an email from MirrorSphere explaining which forms you have been assigned and who asked you to complete them.
Click the Review your forms button in the email to open your personal review link. If you were nominated to review all forms, you will first see a summary page listing everything you need to do — click Review forms → to begin.
You complete the same sections as the owner (access type and approval method). If you have been given permission to reassign individual forms to another colleague, you will see an option at the top of each form to Nominate someone else — selecting a person will assign that form to them and grey out the sections below.
Reminders
If you have not yet completed your review, you will receive automatic reminder emails at the following points:
| When | What happens |
|---|---|
| 48 hours before expiry | First reminder email sent |
| 24 hours before expiry | Second reminder email sent |
| 6 hours before expiry | Third reminder email sent |
| 3 hours before expiry | Additional reminder sent only if the link has not yet been opened |
| 1 hour before expiry | Final reminder email sent |
All reminder emails contain the same secure link — you can use any of them to access your review.
After You Submit
Once all forms have been completed (whether by you or your nominees), you will receive a completion summary email containing:
- A full summary of the settings confirmed for each form.
- A record of which nominees completed their forms, and when.
- A Manage & Resend link (valid for 7 working days) that lets you view the full summary and, if needed, resend links to anyone who did not complete their review in time.
The support ticket associated with this review will be automatically closed once everything is complete.
Common Questions
Need More Help?
If this guide hasn’t resolved your question, you have a few ways to reach us.
| Self-service portal | Raise a ticket via portal.mirrorsphere.com — the fastest route for non-urgent issues. |
| Phone support | +44 (0) 1295 595 444, Monday–Friday 08:30–17:30. For urgent issues outside these hours, leave a voicemail — the on-call team monitors it. |
| Expired link | Reply to your review email or raise a ticket quoting “Service Catalogue Review link expired” and we’ll issue a fresh one. |
| Escalation | If the response time isn’t meeting your need, ask the agent to escalate to your account manager or your organisation’s Head of IT. |