Data Certification

[RichaRoseM]

If there are 78000 records. As OOTB only 1 execution task will be created. But 54 policy tasks are created. I need to know how the classification is been done?

also can you provide a sample email template for Data certification

[Vishnu-K · Accepted solution]

Hi @RichaRoseM ,

So to answer the task-splitting question - ServiceNow doesn't dump all 78,000 records into one giant task, and it's not some automatic classification happening behind the scenes. It comes down to the Assignment type setting on your Data Manager policy.

Under Assignment, if you've set the type to User Field or User Group Field, the system looks at that field's value on each CI and creates one task per distinct value. So if your 78,000 records have 54 unique values in that field, say 54 different owners or 54 different assignment groups referenced on the CI, you end up with exactly 54 tasks, one for each group. If you'd set Assignment type to Specific User or Specific User Group instead, everything would route to that one fixed assignee, and you'd likely see far fewer tasks, possibly just one, aside from any splitting caused by a max-records-per-task limit.

So the fix, or rather the explanation, is straightforward: check which field you've selected under User Field or User Group Field in the policy's Assignment settings, then look at how many distinct values that field has across your 78,000 CIs. That number should line up with your 54 tasks. If you want fewer, larger tasks, you'd switch to Specific User or Specific User Group instead, or point the field at something with fewer distinct values.

And here's a sample email template for the certification notification, feel free to just copy this:

Subject: Action Required: CI Data Certification Task Due [Due Date]

Hi [Name],

You've been assigned a CMDB Data Certification task that needs your attention.

Task: [Task Number]
Number of CIs: [Count]
Due date: [Due Date]

Please take a few minutes to go through the records and confirm whether the information listed is accurate. If everything checks out, mark it as Certified. If something's wrong, mark it as Failed and add a quick note on what's incorrect so we can get it fixed.

You can access the task here: [Link]

This helps us keep the CMDB clean and reliable for everyone who depends on it — incident response, changes, reporting, all of it. Really appreciate you taking the time.

If anything's unclear or you run into issues with the task, just reach out to me directly.

Thanks,
[Your Name]
[Your Team/Title]

Hope this helps

If it has helped you please do mark it as helpful and accept the solution

Thanks,

Vishnu

[RichaRoseM]

Thanks for the help.

have one more doubt

In one of the scenarios there 500000records and 54 policy task are been created. assignment group for the 500000 records are same only. how in this case records are classified.