Create Checklist for Fulfillers on SC Task

[AnthonyMull]

Hi

I would like to make a check list available to fulfillers but only for specific users / groups.

I would like to do this using a View and only make that view available to limited users.

Can I limit views in that way easily?

Thanks in advance.

[Matthew_13]

Hi Buddy,

Views aren’t really meant to be used as an access-control mechanism in ServiceNow. Even if you create a custom view, there isn’t a reliable way to limit that view to only certain users or groups. If a user has access to the table, they can usually still switch to or access any view.

The better approach is to control what data is visible, not which view is used.

A couple of common patterns that work well:

• Use ACLs on the checklist fields or checklist records so only specific roles or groups can see or edit them.

• Use UI Policies or client scripts to show or hide the checklist based on the user’s role or group. This works well for the fulfiller experience, even though it’s not true security by itself.

Basically , views are for layout and usability, not security. If the checklist needs to be available only to certain fulfillers, locking it down at the field or record level is the cleanest and most supportable way to do it.

@AnthonyMull - Please mark Accepted Solution and Thumbs Up if you found Helpful 🙂

[AnthonyMull]

Hi @Matthew_13 

Thanks for response, I have added a checklist formatter to form in my PDI however I cannot see it as selectable in the UI policy. Do you have any idea how to manage this formater in the UI policy?

Thanks in advance

[Matthew_13]

Hi Buddy,

No worries — this is expected, and you didn’t do anything wrong 🙂

The checklist is a formatter, not a field, which is why it doesn’t show up as something you can select in a UI Policy action. UI Policies only list actual fields from the table.

To manage the checklist, you’ll need to use a scripted UI Policy (or a simple onLoad Client Script) and show or hide the formatter with script. The internal name for the checklist formatter is checklist.

For example, in a UI Policy with “Run scripts” checked:

// Hide checklist
g_form.setDisplay('checklist', false);

// Show checklist
g_form.setDisplay('checklist', true);

You can wrap that in whatever logic you need, like checking a role or group.

Just keep in mind this only controls what the user sees in the UI. If the checklist data itself needs to be restricted, you’ll still want to handle that with ACLs on the checklist records.

Basically: it’s normal that you can’t select the checklist in the UI Policy — you control it with script instead.

@AnthonyMull  - Please mark Accepted Solution and Thumbs Up if you found Helpful 🙂

[Ankur Bawiskar]

@Matthew_13 

Could you please share screenshot for your comment as that would help?

If checklist is not a field then how does g_form object work on it to show/hide.