Automate the sharing of reports to users and group

[nikhilmatha]

Hi everyone 

I have built a catalog item

Where I got reports from (sys_report) in report field.

The second field is (sys_user) 

The third field is (sys_user_group).

The idea is when the user raise request they will be giving the data of reports.

And then to whom the report need to be shared. 

Can we automate the process of sharing report of using flow designer or work flow or any other methods ? 

Once the catalog form is submitted the report need to be shared with users and groups.

[New Developer_S]

Hi,

 You can Automate using Flow Designer:

1. Create a New Flow:

   • Go to Flow Designer (under Process Automation).
   • Create a new flow.

2. Define Trigger:

   • Set the trigger for when the report should be shared (e.g., on a specific date, when a record is updated, or based on certain conditions).
   • OR 
   • For a service catalog item, set the trigger to Service Catalog.

3. Add an Action:

   • Add the Send Email action.
   • Define the recipients, subject, and email body.
   • Attach the report file or provide a link to the report in the email body.

4. Run the Report via Script:

   • If you want the report to be dynamic, you can call the report using the GlideRecord API or other ServiceNow methods.

5. Save and Activate the Flow:

   • Once the flow is created and activated, it will run automatically based on the defined trigger and send the report to the recipients.

Mark Correct if this solves your issue and also mark Helpful if you find my response worthy based on the impact.

Regards

[Amit Verma]

Hi @nikhilmatha 

You can create a flow and a notification for this requirement. With the flow designer, you can trigger an event to send the notification with flow designer. In the notification, you will find options to let the notification know that event param1 and param2 contains the recipients. Refer below screenshot :

Thanks and Regards

Amit Verma

[daphnecolso]

Great idea, Nikhil! Flow designer sounds like the right tool. You could also explore a Scheduled Job if the report needs to be shared periodically. But for a dynamic approach based on catalog requests, flow designer is the way to go! For more complex scenarios, like triggering a mental health counseling session based on specific catalog requests, flow designer offers a robust and customizable solution.