Are you already using UI actions? Many ServiceNow customers use them in a variety of creative ways. If you are using UI actions in your instance, consider refining them and controlling when they appear and for whom. For example, you can show the Delete button on the Problem form only to users with the admin role instead of all users.
For those who are not using them yet, a brief definition. UI actions are elements such as buttons, links, or a context menu that you can add to a form or list. When a user clicks the element, some script is executed. UI actions help customize the user interface and make it more specific for individual users. Users with the admin or ui_action_admin role can create UI actions.
How to limit access with conditions:
Many users limit a UI action by defining a condition. If the condition is true, the action is visible. (Note that leaving the field empty defaults the condition to true.)
Here is an example for the Delete button on a Problem record:
In this UI action, the Delete button only appears on the Problem record if the problem is in Closed/Resolved state.
How to limit access with roles:
Combine conditions and roles to limit access to UI actions by user role. The syntax is: gs.hasRole('role_name').Here is an example again for the Delete button on the Problem record, but this time we are controlling access by role:
In this UI action, the Delete button only appears on the Problem record if the user has the admin or problem_admin role.
How to limit access with views:
Another nifty way to control who sees a UI action is by including or excluding views using the UI Action Visibility related list. Note that if you do not include or exclude views, the action appears on all views. In this example, we are specifying that the Close Incident UI Action is only included (visible) in Advanced view:
There are some great discussions the community about UI action visibility:
- Shane Cossever needed advice about adding a UI Action condition to check request number value. Travis Toulson came through with not one, but two solutions!
- Emma Bailey wanted to know how to restrict visibility of a UI action by role and Michael Fry gave her the right syntax to use.
- Steve David had a question about how to make a cab approval button on his change form visible only to members of CAB. Hima Pallela had good advice.
- Gerard McNamara asked about hiding a button from ESS users. Terri Welch (Cloud Sherpas) pointed Gerard to the UI Actions page in the product documentation and he was able to use the exclude option.
ServiceNow offers more information about UI actions in the product documentation:
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