Create a report to display "Schedules" in a calendar view

[nameisnani]

Hi Team --  can anyone please help me on this requriment 

Create a report to display "Schedules" in a calendar view
- This request is being made as a process improvement initiative to bring a forward visibility to Changes/schedules that are planned ahead of time

could you please provide me the steps - 

[MaxMixali]

ServiceNow – Create a Report to Display “Schedules” in a Calendar View

Objective
----------
To create a calendar report in ServiceNow that displays upcoming Schedules (e.g., Change schedules, Maintenance windows, or planned outages) for improved forward visibility of planned changes.

Step-by-Step Procedure
----------------------

1. **Identify the Table to Report On**
- Common tables for schedules or planned changes:
- `change_request` → for Change Management schedules
- `cmn_schedule_span` or `cmn_schedule` → for generic schedules
- `task` → if multiple task types share start/end times
- Choose the table that contains the fields “Start Date” and “End Date”.

2. **Navigate to Report Builder**
- Go to **Reports > View / Run**.
- Click **New** to create a new report.

3. **Define Basic Settings**
- **Name:** “Upcoming Change Schedules (Calendar View)”
- **Table:** select the appropriate table (e.g., `change_request` or `cmn_schedule`).
- **Type:** choose **Calendar**.

4. **Configure the Calendar Report**
- In the **Calendar tab**, configure:
- **Start Date field:** map to the field storing the start of the schedule (e.g., `start_date` or `planned_start_date`).
- **End Date field:** map to the field storing the end of the schedule (e.g., `end_date` or `planned_end_date`).
- **Color By:** (optional) use a field such as `state`, `assignment_group`, or `category` to visually differentiate schedule types.
- **Title field:** select a descriptive field such as `number`, `short_description`, or `change_title`.

5. **Add Filters (Optional)**
- Add filters to narrow the calendar data, for example:
- `state` is not `Cancelled`
- `type` is `Standard` or `Normal`
- `planned_start_date` on or after `today`
- You can also add filters to display schedules for a specific team or service.

6. **Preview and Save the Report**
- Click **Run** to preview the calendar.
- Adjust column mapping if dates or events are not appearing correctly.
- Click **Save** to finalize the report.

7. **(Optional) Add the Report to a Dashboard**
- Go to **Performance Analytics > Dashboards**.
- Create or open an existing dashboard (e.g., “Change Management Overview”).
- Add a **Report Widget**, then select your “Upcoming Change Schedules (Calendar View)” report.
- Configure the widget size to ensure the full calendar is visible.

8. **(Optional) Add to a Workspace / UI Builder Page**
- If using a Configurable Workspace (e.g., Change Manager Workspace):
- Use a **Calendar Component** and connect it to the `change_request` data resource.
- Configure it to show start and end dates similar to the report setup.

9. **Validate Results**
- Confirm that all planned changes or schedules appear on the correct calendar dates.
- Verify user role permissions—ensure only relevant users can view or edit schedule entries.

10. **Best Practices**
- Use color-coding for schedule states (e.g., Approved = Green, Implement = Orange, Closed = Gray).
- Apply filters to prevent performance issues (e.g., limit date range or record count).
- If schedules exist across multiple tables (e.g., changes + maintenance), consider a unified **CMDB maintenance calendar** using ServiceNow’s **Change Schedule** module.

Outcome
-------
You now have a functional calendar view that provides clear, forward visibility into planned schedules or changes, allowing teams to plan resources and minimize overlap in maintenance windows.

[MaxMixali]

How to Create a Report to Display "Schedules" in a Calendar View in ServiceNow
=============================================================================

Objective:
-----------
To create a calendar-style report that displays *Change Schedules* or *Maintenance Schedules* in ServiceNow, allowing stakeholders to visualize planned activities in advance.

---------------------------------------------------------------------
Steps to Create the Calendar View Report
---------------------------------------------------------------------

**Step 1: Identify the Data Source**
1. Navigate to **Reports > View / Run**.
2. Click **Create a Report**.
3. Under **Data Source**, select the appropriate table depending on your requirement:
- `change_request` — for Change Requests (planned changes)
- `cmn_schedule` — for general Schedules
- `change_schedule` — for Change Schedule records

> 💡 Tip: If you already have a custom “Schedules” table (e.g., `u_schedule`), select that instead.

---------------------------------------------------------------------

**Step 2: Select the Report Type**
1. Under **Type**, choose **Calendar**.
2. This will allow the records to be displayed visually based on date/time fields.

---------------------------------------------------------------------

**Step 3: Configure the Calendar View**
In the **Configure** section:
1. **Start Date Field** → Select `start_date` or `planned_start_date`.
2. **End Date Field** → Select `end_date` or `planned_end_date`.
3. **Title Field** → Select the field to display as the event title (e.g., `number`, `short_description`, or `schedule_name`).
4. Optionally, use a **Group By** field (e.g., `assignment_group` or `category`) to color-code or filter events by ownership.

---------------------------------------------------------------------

**Step 4: Apply Filters**
Add conditions to focus on future or approved schedules:
```
State is not Cancelled
AND planned_start_date >= Today()
```
You can also add filters like:
- **Assignment Group** = your change management team
- **Type** = Maintenance or Planned Outage

---------------------------------------------------------------------

**Step 5: Adjust Calendar Options**
1. Choose your **Default View** (Month, Week, or Day).
2. Enable **Color by field** (e.g., state or assignment group) for better visualization.
3. Optionally, check the box **Allow user filters** to let users dynamically adjust the data.

---------------------------------------------------------------------

**Step 6: Save and Share the Report**
1. Click **Save** or **Save As** to name your report (e.g., “Planned Change Schedules – Calendar View”).
2. Add a description such as “Displays all planned changes for the next quarter.”
3. To make it accessible:
- Click **Sharing > Everyone** (or restrict by role or group).
- Optionally, add it to a **Dashboard** or **Performance Analytics Workspace**.

---------------------------------------------------------------------

**Step 7: (Optional) Embed the Report in CAB Workbench or Change Dashboard**
If you want visibility similar to CAB Workbench:
1. Create a **Dashboard** and add a **Report Widget**.
2. Select the new Calendar report.
3. Resize and configure the widget for optimal visibility.

---------------------------------------------------------------------

✅ Result:
---------------------------------------------------------------------
You will now have a **Calendar View** report displaying scheduled changes or maintenance events, providing forward visibility for teams to plan effectively.

Example Use Cases:
- CAB (Change Advisory Board) calendar overview.
- Infrastructure patching and maintenance visibility.
- Overlapping schedule detection for proactive change conflict management.

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[Dr Atul G- LNG]

Hi @MaxMixali 

FYI: The legacy Reporting module is no longer available in the latest releases of ServiceNow, and it looks like your answers are more from ChatGPT.

[Dr Atul G- LNG]

Hi @nameisnani 

Go to Data Visualization.
Select Type = Calendar.
Choose the table cmn_schedule.

[nameisnani]

@Dr Atul G- LNG  could you please provide more details - currently we are in xandu