Advanced CMDB Data Manager Policy options

[Jace Benson]

Hey, 

I'm digging more into the archive, and destroy rules of the archival processes.  That is until I found the CMDB Data Manager and their policies.

I'm not sure if this is possible, but is there a way to have the retirement or archival step only execute when the CI is not referenced by a number of other tables?  Specifically tasks, and kb tables.  

I'm going to link what I found so far but nothing quiet does it this way yet.;

1. CMDB Data Manager Advanced Policy Rules / Conditio... - ServiceNow Community talks about using the "Dependent CI - Retire" Policy to retire *child* records to a CI, which is not quiet what I need.

2. Over your storage limit? Archiving may not be you... - ServiceNow Community talks about the nuances about archiving and deleting and storage concerns

3. ServiceNow DEMO: CMDB Data Manager (youtube.com) shows how to use this thing in a Utah Instance which was very helpful.

4. I looked on nowlearning and everything i found was more about understanding the deduplication process cmdb data manager LXP Search - Now Learning (servicenow.com)

5. The official docs CMDB Data Manager (servicenow.com)

I can think of a few ways to handle this but this seems so close without having to customize things.  A few options I can think of off the top of my head include, running some scheduled job/flow to set some value "Ready to retire" when the conditions are met then use the CMDB Data manager policies but, I'd love to hear if anyone has any other thoughts on this or if there's another better way.

Thank you!

[JakePowers]

Hello,

This can be performed by setting the 'Related List Condition' option. This allows you to specify that the record which is currently being processed must or must not be referenced by n related records. Related List in this case can refer to a reference field.

In the Data Filter (step 2) of the policy, under the regular filter there is a 'Related List Condition' which allows you to specify, for example, that 'Less than or equal to' '3' 'selected table record(s) are related to a record on: Task->Configuration Item'.

This will ensure that there are no more than three Tasks referring to your record. I'm not sure if the status of the tasks is being accounted for, meaning that it's unsure whether closed tasks are counted. But you can figure that out if need be.

[Jace Benson]

There isn't a related list condition in the UI on this condition builder.  Are you implying I set that with some code?

[JakePowers]

What you are showing is an Archive Policy, this is something different than a Data Manager Policy of type Archive. I'd suggest opening the CMDB Data Manager in the CMDB workspace, and trying to create a policy in that UI.

[Jace Benson]

Things have shifted for me personally and this isn't as big of a priority, however, I should try this out.  I'm skeptical a different UI would account for the ability to know if ..."there a way to have the retirement or archival step only execute when the CI is not referenced by a number of other tables? Specifically tasks, and kb tables. "