Scoped app Custom License issue

[sravanpinnamane]

Hi, 

We have a Custom table Change Request that extends the Task table in the Scoped app. We have an SR column reference to the Request Item table. The user will add their request via the record producer catalog item from the employee center portal. The sn_request_read role has been added to the users group to read the request items data on the record producer form. ServiceNow license report throws a Business Stakeholder role license issue.

If I remove the sn_request_read role from the User group that contains the scoped app OOTB role and create a Read ACL on the Request Item table from the scoped app role, would that resolve the issue? When creating a Read ACL, do I need to add any additional filters, such as "Opened by me"? I need to access all RITM in my case. Please let me know your thoughts to avoid the licensing issue.

I really appreciate any help you can provide.

[Tanushree Maiti]

Hi @sravanpinnamane 

Licensing is highly dependent on your specific contract (like  App Engine vs. ITSM Standard/Pro). It is  recommended to validate the approach with your ServiceNow Account Executive. 

Technically , Yes . Removing sn_request_read role stops the system from identifying users as "Business Stakeholders" based on that specific role assignment.

However, be mindful of subscription implications. Using custom ACLs to replicate read-all capabilities while avoiding licensed roles can raise concerns during a license audit if the actual usage aligns with a paid persona..

If your agreement is based on Custom Table Licensing (App Engine), users accessing records in a custom table — such as an extended Task table — may still consume licenses regardless of assigned roles.