Autopopulate user details onChange of user name in Catalog Item

[Aju Sam]

I have the following fields in my catalog item :

1. Name of creator(name_of_creator) - Reference from custom user table

2. Creator Mail id(creator_mail_id) - single line text

3. Process(process) - single line text

4. Supervisor mail id(supervisor_mail_id) - single line text

and want to auto populate Creator Mail id, Process and Supervisor mail id onChange of Name of creator.

I am relatively new to ServiceNow. Please explain the method to do this in a way a fresher can understand.

[Mitsua · Accepted solution]

Hello @Aju Sam 

You need to create a script include and catalog client script with type onChange.

You can use below script . (Tested on my PDI)

1)Catalog Client Script

function onChange(control, oldValue, newValue, isLoading) {
    if (isLoading || newValue == '') {
        return;
    }

    //fetch value of creator 
    var creator = g_form.getValue('name_of_creator');


    // call script include

    var userDetails = new GlideAjax('populateDetails');   // "populateDetails" name of script include
    userDetails.addParam('sysparm_name', 'details');  // "details" is the function name that present in script include
    userDetails.addParam('sysparm_userSelaected', creator);
    userDetails.getXMLAnswer(function(response) {
        var userObj = JSON.parse(response);


        g_form.setValue('creator_mail_id', userObj.grMail);
        g_form.setValue('supervisor_mail_id', userObj.grSupervisorMail);
        g_form.setValue('process', userObj.grProcess);

    });

}

2) Script Include

var populateDetails = Class.create();
populateDetails.prototype = Object.extendsObject(AbstractAjaxProcessor, {

    details: function() { 
        var userObj = {};

	// fetch creator email , process and supervisor mail from user table(you need to use yout custome table name)
		
        var gr = new GlideRecord('sys_user');
        if (gr.get(this.getParameter('sysparm_userSelaected'))) {
			
	
          // for below lines use backend names of email , and process fields of custom table
			
            userObj.grMail = gr.email.getDisplayValue(); 
            userObj.grProcess = gr.process.getDisplayValue();
            userObj.grSupervisorMail = gr.manager.email.getDisplayValue();

   }

        return JSON.stringify(userObj);
    },

    type: 'populateDetails'
});

@Aju Sam Let me know if any queries.

Please mark this as correct answer/accepted and helpful if it resolved, or mark this helpful if this help you to reach towards solution.

Thanks!

[nityabans27]

🎯 Goal:

When a user selects a Name of creator, you want to automatically fill:

• Creator Mail ID

• Process

• Supervisor Mail ID

---

🧱 Step-by-Step Guide:

✅ Step 1: Identify Field Names

Make sure your variable names in the catalog item exactly match:

• name_of_creator (reference to custom user table)

• creator_mail_id (single line text)

• process (single line text)

• supervisor_mail_id (single line text)

---

✅ Step 2: Add a Catalog Client Script

1. Open your catalog item in Maintain Items (sc_cat_item).

2. Scroll down to the "Catalog Client Scripts" related list.

3. Click New to create a new client script.

Fill it out like this:

• Name: Auto-populate fields from creator

• Type: onChange

• Variable name: name_of_creator

• UI Type: All

Paste this into the script field:

function onChange(control, oldValue, newValue, isLoading) {
  if (isLoading || newValue == '') {
    return;
  }

  // Use GlideAjax to call a Script Include that fetches user details
  var ga = new GlideAjax('GetCreatorDetails');
  ga.addParam('sysparm_name', 'getDetails');
  ga.addParam('sysparm_user_sysid', newValue);
  ga.getXMLAnswer(function(response) {
    var result = JSON.parse(response);
    g_form.setValue('creator_mail_id', result.email);
    g_form.setValue('process', result.process);
    g_form.setValue('supervisor_mail_id', result.supervisor_email);
  });
}

---

✅ Step 3: Create a Script Include to Fetch Data

1. Go to System Definition → Script Includes.

2. Click New, and configure it as:

• Name: GetCreatorDetails

• Client Callable: ✅ Checked

• Accessible from: All Application Scopes

Paste this code:

var GetCreatorDetails = Class.create();
GetCreatorDetails.prototype = Object.extendsObject(AbstractAjaxProcessor, {
  getDetails: function() {
    var userSysId = this.getParameter('sysparm_user_sysid');
    var userGR = new GlideRecord('your_custom_user_table'); // Replace with actual table name
    if (userGR.get(userSysId)) {
      var result = {
        email: userGR.getValue('email'),
        process: userGR.getValue('process'),
        supervisor_email: userGR.getValue('supervisor_email')
      };
      return JSON.stringify(result);
    }
    return JSON.stringify({});
  }
});

Important: Replace 'your_custom_user_table' with the actual name of your custom user table.

---

🔄 How It Works:

• When user picks a name from the name_of_creator field…

• The onChange client script sends a request to the Script Include with the selected user’s sys_id.

• The Script Include looks up the user and returns the needed fields.

• The script then fills those values into the catalog item fields.

[nityabans27]

@Aju Sam Please accept my solution and mark it as helpful, if it was found useful.

Thanks and regards

Nitya Bansal

[Bhavesh Bijagar]

@Aju Sam : 

I know this would be too late for your use, but can be used for future RPs, if this feature is not already known.

@nityabans27 : We should propose, low code / No code options as much as possible. I know we eat, breathe, sleep...code 🙂

I strongly recommend to use Auto populate feature which got introduced with Utah rather than going through scripting and reducing the technical debt.

There is this amazing article by @Mark Roethof  that explains this feature

Auto-populate a variable based on a reference type variable (Utah)