Has anyone created a 'catch all' inbound action in case all others fail?
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‎02-25-2016 07:42 AM
Every once in a while a user replies to an email where we are not requiring or expecting a reply to that has no inbound action defined so ServiceNow ignores the message; this ultimately is seen as a lack of service from our part and I'm trying to come up with a 'catch all' inbound action that, once all other rules are processed, if none run, I create an incident for someone on the Service Desk to look at.
Has anyone done something like this? What are your suggestions? Did I miss an entry in SN's wiki explaining how to do this?
Thanks!
Alex Macdonel
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Scripting and Coding
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‎06-14-2016 05:17 AM
Hi Alejandro
I have the same question.
It seem to be impossible to figure out what makes this kind of mail special, so one can test against it.
Target is (empty)
Deleted = true
State = processed
and it has skipped all inbound actions
..but other mails got the same look.
Did you ever get an answer to your question?
Thanks
Soren
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‎06-14-2016 08:41 AM
No, I decided to treat it like a user training issue; if the message is auto-generated, they won't receive a reply from us.
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‎06-14-2016 11:15 PM
Hi Alejandro
After more searching in the community we also found this one:
https://community.servicenow.com/message/797506#797506
We implemented it - and it works just fine.
/Soren
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‎06-14-2016 03:27 PM
You can do it with an "after insert/update" Business Rule on the Email table. Create a new Business Rule with the following details:
Name: Custom - Email was ignored
Table: Email [sys_email]
Advanced: Checked
When: after
Insert: Checked
Update: Checked
Filter Conditions: "Mailbox is Received" + "State changes to Ignored"
Script:
(function executeRule(current, previous) {
//create a new Incident from an ignored email
var gr = new GlideRecord("incident");
gr.initialize();
gr.short_description = "Email was skipped";
var comments = "Sender = " + current.user_id.getDisplayValue();
comments += "\nEmail subject = " + current.getValue("subject");
comments += "\nEmail content = \n\n[code]" + current.body + "[/code]";
gr.comments = comments;
var workNotes = "Error string = " + current.getValue("error_string") + "\n\n";
workNotes += "[code]<a href='" + encodeURI("/sys_email.do?sys_id=" + current.getValue("sys_id") + "&sysparm_view=inbox") + "'>Click this link to view the email record.</a>[/code]";
gr.work_notes = workNotes;
gr.insert();
})(current, previous);
You'll obviously want to add some more details, like assigning it to a particular group, etc... You can even use the "applyTemplate" method to apply the values in a Template to the Incident instead of doing it in code (would allow you to make changes without a code change).
Emails with a State of "Ignored" are ones that did not satisfy any of the conditions of your Inbound Email Actions.
This is what you would end up with in the Incident record:
The link in the Work notes would allow you to quickly jump to the Email record in case you need some more details.
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‎03-08-2025 10:54 AM
Here's a recent miss I found. We send out IT surveys after Incidents are Resolved asking the user for feedback. The user can click through and fill out the AINST record for the survey.
However, sometimes users were either unable to access the survey and replied to say so (probably trying to access our SSO-protected instance on a non-company device), or they simply replied to continue responding to the Incident, such as providing additional information or stating that their issue was not resolved. Of course, they should be replying to the original Incident emails instead, but they replied to the survey, so ServiceNow classified it as a reply to the AINST record, and no action was taken.
A catch-all would have been nice here, at least so I can track the stuff that isn't getting actioned and make a plan for new inbound actions. For this one, I'm thinking I'll have an inbound action that either adds notes to the original Incident or emails the Assigned To or their manager about the user's reply to the survey email.