How to Create and Show/Hide Annotations in a Form

[ArTex]

𝐇𝐨𝐰 𝐭𝐨 𝐂𝐫𝐞𝐚𝐭𝐞 𝐚𝐧𝐝 𝐒𝐡𝐨𝐰/𝐇𝐢𝐝𝐞 𝐀𝐧𝐧𝐨𝐭𝐚𝐭𝐢𝐨𝐧𝐬 𝐢𝐧 𝐚 𝐅𝐨𝐫𝐦
Annotations are essential in ServiceNow forms as they enhance user experience, reduce errors, and provide additional support, making processes more intuitive and efficient.

How to create an Annotation

Open the 'Personalize Form Layout' page in the form > Locate the field type '*Annotation' > Select it for the form view.

Annotation Details:

Form Annotation Type –> table 'sys_ui_annotation_type' – where you can define the <style> for your HTML annotation text:

To add the content to the text, we will create a Message in the 'sys_ui_message' table in HTML format:

After selecting the Style and creating the Message, we can now create the Annotation:

View the Annotation in the Form:

How to show/hide an annotation through a Client Script

I added a new variable for the demonstration. If the 'Select to hide' checkbox is selected, I want the annotation to be hidden.

To do this, we need to reconfigure the annotation:

Open the 'Personalize Form Layout' page in the form > Locate the previously created annotation.

Add an id attribute as a unique identifier for the text so we can reference it in the client script:

New Client Script:

Note: The 'Isolate script' field must be set to false, i.e., not selected.

View of the result in the form:

[tushar_ghadage]

Hi @ArTex ,

Does annotation record get captured in update set ???

and if not then do we have move across instances with xml record ??

[Sagnic_SNOW]

Hi @tushar_ghadage ,

Plese check the response below.

1. Justification (Why they aren't captured)

In ServiceNow, a table's data is only captured in an update set if it has the update_synch=true attribute or extends the sys_metadata table. 

• sys_ui_annotation is considered a data/content table, not a configuration table like Business Rules or Client Scripts.
• When you create an annotation via Configure > Form Layout, the layout change is captured (the fact that "an annotation" should be there), but the actual content of the annotation record itself is often left behind. 

2. The Solution: Moving Annotations

Since they are not captured automatically, you have three primary ways to move them.

Option A: Export/Import XML (Recommended)

This is the most reliable manual method to ensure sys_ids remain identical across instances. 

1. On the Source Instance, navigate to the Annotations [sys_ui_annotation] list.
2. Filter for your specific records.
3. Right-click any column header and select Export > XML (This Record) or XML (All).
4. On the Target Instance, go to any list view (e.g., sys_user_group), right-click a header, and select Import XML. Upload your file.

Option B: Force-Capture via Background Script

If you want the records to stay inside your Update Set for a clean deployment, you can use the GlideUpdateManager2 API. 

1. Make sure your desired Update Set is active.
2. Navigate to System Definition > Scripts - Background.
3. Run the following script (replace 'SYS_ID' with your annotation's ID)
   
   var gr = new GlideRecord('sys_ui_annotation');
   if (gr.get('YOUR_ANNOTATION_SYS_ID')) {
   var um = new GlideUpdateManager2();
   um.saveRecord(gr);
   gs.print('Record captured in Update Set');
   }
   
   
   Option C: "Add to Update Set" Utility
   Many ServiceNow developers use the "Add to Update Set" utility (available on the Developer Share). 
   • Once installed, a related link appears on almost every record in the system.
   • You simply click Add to Update Set on the annotation record, and it will be added to your current active set immediately.
   Summary Table
   Feature Captured Automatically? Best Movement Method

   Form Layout	Yes	Update Set
   Annotation Content	No	XML Export or Force Script

   
   
   Please give it a like if you get the solution helpful for you..
   
   
   
   
   

[ArTex]

Hi @tushar_ghadage  🙂 

When you change the Form Layout, ServiceNow updates the form configuration and regenerates the annotations. These changes are captured in the update set, and after you retrieve it on another instance, the annotations are created there as well.

Please give it a like if you get the solution helpful for you..

[ArTex]

Hello @tushar_ghadage , When you change the Form Layout, ServiceNow updates the form configuration and regenerates the annotations. These changes are captured in the update set, and after you retrieve it on another instance, the annotations are created there as well.

Please give it a like if you get the solution helpful for you.