Enhancing Task Management with the Reminder Feature in ServiceNow
Introduction
Managing multiple tasks effectively in ServiceNow can be challenging, especially when handling long-running changes, incidents, or other task-related activities. To prevent oversight, ServiceNow provides the Reminder feature, which allows users to set automated reminders for task deadlines. This ensures users stay on top of their responsibilities, reducing delays and improving workflow efficiency.
Recently, we have configured Reminder in our organization. I would like to share this article to explain how useful and helpful it is in multiple places. Recently, we have configured Reminder in our organization. I would like to share this article to explain how useful and helpful it is in multiple places.
What is the Reminder Feature?
The Reminder [reminder] table provides a mechanism to auto-generate reminders for tasks within ServiceNow. Since any table that extends the Task table, such as the Incident or Change Request table, can utilize this feature, it becomes a versatile tool for tracking deadlines.
How to Configure Reminders in ServiceNow
To leverage the Reminder feature, follow these steps:
- Enable Reminders on Task Records:
- Open the form context menu on an Incident, Change, or any Task-based table.
- Navigate to Configure > Related Lists and add Reminders → Task.
- Access the Reminder Table:
- Type reminder.do in the Filter Navigator to access the Reminder table directly.
- Creating a Reminder:
- Navigate to the Reminder Table (reminder.do).
- Click New to create a reminder.
- Fill in the required fields:
- Task: Select the related task record.
- User: The logged-in user who will receive the reminder.
- Remind Me: Choose the time before the event (15 min, 30 min, 1 hour, 2 hours, or custom values).
- Before: Select a date field from the parent task (e.g., Due Date, Follow Up).
- Using: Choose the reminder method (Email or Outlook Calendar).
- Subject & Notes: Provide details about the reminder.
- Adjust Access Control for Non-Admins:
- By default, only administrators can create reminders.
- To allow non-admin users to create reminders, add Create and Read ACL rules to the Reminder [reminder] table and specify the user's role.
Benefits and Use Cases
- Avoiding Missed Deadlines for Change Implementations
- In large Sys Admin teams, Change Requests often run for multiple days.
- Users may forget to close the change after implementation.
- Setting a Reminder for the implementation end time ensures that teams complete the change process on time.
- Ensuring Timely Incident Follow-Ups
- Support teams handling critical incidents may need scheduled follow-ups.
- By adding reminders to incident tasks, teams ensure timely updates and actions, improving customer satisfaction.
- Managing Personal Task Commitments
- Individual users can create reminders for tasks they don’t want to forget.
- This is especially useful for reminders before major ServiceNow system upgrades, maintenance activities, or reporting deadlines.
Conclusion
The Reminder feature in ServiceNow provides a simple yet powerful way to keep track of task deadlines, ensuring better time management and workflow efficiency. By configuring the Reminder table and granting appropriate access, organizations can enhance their incident resolution, change management, and personal task tracking.
