Is there a way to send emails to all or partial SN users not related to a ticket?

[barbclark]

We would like a method to send out news worthy emails to our ServiceNow licensed users when we have form changes, upgrades, releases, etc.       Is there a way to send emails like this directly from ServiceNow?     All I see in the Wiki is information about sending notifications from incidents and other ticket activity.  

[amlanpal]

Hi Barbara,

Yes, you can. For this you have to set conditions in the Notification under 'When to send' tab and choose the users (who should get the email) under 'Who will receive' tab.

I hope this helps.Please mark correct/helpful based on impact

[Steven Young]

i have been working on a way to do this from a KB.

I added a box on the KB form that says Send Notification to All.

When this box changes to True, it will trigger an email notification to a select group of people.

I'm doing it from a KB, because i can document the changes and they can go back and look at it later if needed to remember something.

This works well.

I have not done an email to All Process Users   (itil role)

I'm still working on that part, but we typically just shoot out a regular exhange email not from ServiceNow.

So the check box also helps you to know what you have already communicated to people.

If you need to resend, clear the checkbox, save, and recheck then save again.

[Ivano B]

Hi Barbara

I suppose you can use a scheduled script execution to generate an event.  

The execution can be scheduled or simply execute on 'Demand' by an admin or you can also set a 'conditional' script that will check if execute the script.

The event will be than used to trigger the email that will be sent to specific users or group of users.

Please refer to the following articles

Creating a Scheduled Job - ServiceNow Wiki

Events and Email Notification - ServiceNow Wiki

I hope this will help

Robo

[TrevorK]

If you have all of your licensed users grouped together (group, role, etc.) then you can send the whole lot an email from the notifications section. I would assume you do since they are all itil users, but I know some companies do their roles differently. Notifications do not necessarily need to be related to just Incidents, Requests, etc. - they can be used for anything.

The bigger question is the process around determining what is news worthy, how often to send out the emails, what triggers the email, etc. For example, if you were using the Knowledge Base you could easily script the logic to send out a Knowledge Base article to your users when it is in a certain category or has a certain flag.

There are many, many ways to achieve what you are looking for. The hard part is for you to decide on your business process:

- Do you want a separate app for this?

- Will you leverage the knowledge base?

- Will you send out from within a Change Request using the email editor?

Your request is simple enough that I would first decide, in a perfect world, how would you like to do this process? It will be easy after that to develop within the tool to do it.