How do I filter out 1 group from the "groups" list when trying to share a report?

[Adrian Weber1]

In our ServiceNow environment, we have one group that contains every employee in the company.  (This is used to provide everyone with "birthright" privileges within ServiceNow.)  

Unfortunately, some end-users are using this group when sharing access to reports and dashboards, and they should not be.  

We'd like to simply filter this group out of the list of options when selecting the SHARE button on the report, but I'm unable to find settings to work with this list. 

Screenshot added to show what I'm talking about. 

Thanks for any help you can provide! 

[Robbie]

Hi @Adrian Weber1,

You can achieve this by way of a before insert / update 'Business Rule' on the 'sys_report_users_groups' table.

Sadly, I don't think you can restrict the group from being displayed in the reporting UI (I haven't found a way to customize this) , but this business rule will prevent the group from ever being added.

The business rule would have to have a query that matches the criteria similar to the below:

Don't for the 'Abort Action' checkbox on the 'Actions' Tab'

(Also - make sure you have the correct scope as you've raised this in the CSM space)

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Thanks, Robbie

[Robbie]

Hi @Adrian Weber1,

Did you implement the Business Rule as advised in my earlier post? Sadly, I've not come across a way where you can customize the reporting UI. Have you managed to?

I know that BR will ultimately stop the sharing as required however acknowledge it's not the best UX.

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Thanks, Robbie

[Adrian Weber1]

Hi Robbie, good morning, 

So far, this hasn't been submitted to my team as an "official" ask... so, we did put together a BR in our DEV environment, and did some initial testing... seems like it will be at least part of the solution.  I need to go back to my teammate who's been doing the build, however, and verify something I saw... it seems like even though you can't "submit" the group via the BR, if the requester selects the "send e-mail" option and then clicks the button, e-mails are still generated even though the group isn't added to the report.  I'm thinking it might be possible to put a UI policy in place stating that if that 1 group is selected, to make the "send e-mail.." button read-only... but we'll go down that path if this gets an official request. 

Thank you very much for what you've supplied so far! 

[Robbie]

Thanks for circling back Adrian.

It will be interesting how you go with this - as I said, having tried to customize around the reporting UI previously, I didn't get anywhere fast.

Cheers.

To help others (or for me to help you more directly), please mark this response correct by clicking on Accept as Solution and/or Helpful.

Thanks, Robbie