Business rule script looking at roles users have

[shanedavis]

I have a design that I need scripting help please.  On the Knowledge Base [kb_knowledge_base], when a Manger [kb_managers] adds one or more managers, I need a business rule that will determine if the user(s) being added only have the 'certification' role and, if so, stops submission and gives a message that the ServiceNow Access form needs completed for the user(s) listing their names in the message.

Thank you for any help that you can provide!

[shanedavis]

Michael,

     Your business rule is fantastic.  Would there be any way of not aborting, but only adding the users with an existing role?  I can update the message as appropriate.

Thank you very much,

Shane

[Michael Ritchie · Accepted solution]

Sure give the updated script a try, conditions stay the same.  What it does is:

• Loops through the kb_managers and compiles two lists now: 1 for users with certification role and one of names of users without
• If there are invalid users, the error message will appear (which I updated slightly so feel free to edit)
• If there are valid users with proper roles, it will update the kb_managers value to just those users, thus removing the invalid users
• If there are no valid users, the update will abort and won't save.

(function executeRule(current, previous /*null when async*/) {
	
	var errorMessage = "The following user(s) were removed because rhe ServiceNow Access form needs completed: ";
	var validUsers = [];
	var invalidUserNames = [];
	var managerList = current.kb_managers.toString().split(",");
	for (var i = 0; i < managerList.length; i++) {
		// Search the User Role table for roles assigned to each manager.  Filtering out the "Certification" role.
		// If no additional roles are found, add the user's name to the invalidUserNames variable.
		// If user has valid roles, add them to the validUsers so the record can be updated
		var userRole = new GlideRecord("sys_user_has_role");
		userRole.addQuery("user", managerList[i]);
		userRole.addQuery("role", "!=", "ba4509c60a00070400cc0f3a60a0d30a"); //Certification
		userRole.query();
		if (!userRole.hasNext()) {
			var userRec = new GlideRecord("sys_user");
			userRec.get(managerList[i]);
			invalidUserNames.push(userRec.getDisplayValue());
		} else {
			validUsers.push(managerList[i]);
		}
	}
	
	// Present error message to user letting them know of users without proper roles.
	if (invalidUserNames.length > 0) {
		errorMessage += invalidUserNames.toString();
		gs.addErrorMessage(errorMessage);
	}
	
	// If users with valid roles have been found, set kb_managers to that list of users.  If none found abort save.
	if (validUsers.length > 0) {
		current.kb_managers = validUsers.toString();
	} else {
		current.setAbortAction(true);
	}

})(current, previous);

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[shanedavis]

Michael,

      That is perfect.  I greatly appreciate your help.  Thank you!

Shane

[Michael Ritchie]

You are very welcome!  Glad I could help.

[shanedavis]

Michael,

      I am finally able to get back to this.  The script works perfectly when adding users as knowledge managers.  However, when a KB manager tries to remove anyone without adding any persons, the system gives the error as in the attached screenshot.

     I found an out-of-box business rule named "Update knowledge_manager roles" and I've included its information below.  Can you please help with the best way that I should move forward?

     Thank you very much for your help.

OOB Business Rule:  "Update knowledge_manager roles"

Run After, Insert, Update

When to run: Owner IS NOT EMPTY or Managers IS NOT EMPTY

var knowledgeSecurityManager = new KnowledgeSecurityManager();
// Create an array of user sys_ids to verify manager roles
var currentManagers = current.kb_managers.split(",");
if (currentManagers != undefined)
	currentManagers.push(current.owner);
else currentManagers = [current.owner];

var previousManagers = previous.kb_managers.split(",");
if (previousManagers != undefined) 
	previousManagers.push(previous.owner) 
else previousManagers = [previous.owner];

knowledgeSecurityManager.updateKnowledgeManagers(currentManagers, previousManagers);