How to update CMDB Task created by

[MirandaP]

How can I update who is listed as creating the CMDB data management tasks? When a CMDB task is created from our data management policy, it lists the system admin who created the data management policy as the creator of the task. Additionally, our data management policies are assigned to the "Managed By" group on these CIs, but if a managed by group is not defined it creates an approval directly to her.

She is no longer with our team, so I am having to monitor her approvals to respond to any assigned to her, as well as questions are being directed to her since her name is listed on the task. How can I update existing policies to use a service account or our CMDB admins group instead of a specific user?

[AJ-TechTrek · Accepted solution]

Hi @MirandaP ,

As per my understanding below is the recommendation approaches .

 Update the Policy Owner / Created By User
* Navigate to:
CMDB Data Manager → Data Management Policies
* Open the affected policy.
* Look for the Created by / Owned by field.
* In OOB, “Created by” is system-generated (cannot be changed directly).
* But you can override ownership behavior with Run As User or a policy owner field if available in your version (San Diego and later support this better).
 Recommended: Clone or recreate the policies under a service account (e.g., svc_cmdb_admin) so all new tasks inherit the service account as the creator.

Best Practices -

1. Create a dedicated service account (svc_cmdb_admin) or use the CMDB Admins group for ownership.
2. Clone/recreate policies so all future tasks are stamped with the service account, not a human.
3. Update approval logic to fall back on a group instead of the creator.
4. Bulk reassign old tasks so nothing is pointing to your ex-colleague.

Please appreciate the efforts of community contributors by marking appropriate response as Mark my Answer Helpful or Accept Solution this may help other community users to follow correct solution in future.
 

Thank You
AJ - TechTrek with AJ - ITOM Trainer
LinkedIn:- https://www.linkedin.com/in/ajay-kumar-66a91385/
YouTube:- https://www.youtube.com/@learnitomwithaj
Topmate:- https://topmate.io/aj_techtrekwithaj (Connect for 1-1 Session)
ServiceNow Community MVP 2025

[MirandaP]

Thanks AJ, that makes a lot of sense. We are getting ready to roll out more policies so its a good time to revamp the existing ones with a service account.

Best,

Miranda