List collector variable not displaying records

[booher04]

I have a custom table with 40 records created specifically to use on a list collector variable for a catalog item.  The users can see the table and records by going to it, they can also see the records if I use a lookup select box.  If I set it up with the list collector variable and go to the portal to submit the catalog item, the variable shows "no records".  If I go to the catalog item as an admin I can see the records on the list collector variable.  I have provided read access to the table and the fields on the table with the snc_internal role(as I want it to be readable by anyone and SNOW defaults to this with no other role added).  There is no reference qualifier on the variable either.  I am out of ideas. Any input would be greatly appreciated.

[Community Alums]

Hi @booher04 ,

This is actually a pretty common scenario when working with list collector variables on the Service Portal, and it usually comes down to the subtle differences between how access controls (ACLs) and roles behave on the backend vs. in the portal context.

A few points to check and try:

1. snc_internal role & portal users:
   Even though you’ve added snc_internal for read access, most end users (like snc_external or standard user roles) don’t get that role by default, and in the Service Portal context, the widgets often run as the logged-in user. So the fact that it works as admin but not as end users suggests an ACL mismatch.

2. Verify ACL coverage end-to-end:
   Make sure you have:

   • Table-level read ACL for your custom table, either open (no role) or specifically for roles your end users have.

   • Field-level read ACLs on fields shown in the list collector.

   • If you’re referencing this table, also check read ACLs on the reference fields themselves.

3. Check if there are any "Default" roles required:
   Sometimes developers assume adding snc_internal makes data internal only, but to make data readable by anyone on the portal, ACLs should usually have no roles specified — meaning truly public read. You could test this by temporarily removing the role condition on your table's read ACL to see if data appears.

4. Check list collector settings:

   • Make sure it’s not filtered by a reference qualifier that could be restricting data.

   • Confirm that the table name is correctly set, and the value field and display field are properly configured.

5. Widget-specific ACL behavior:
   Remember: widgets on the portal respect ACLs as the logged-in user, unless configured otherwise. If your list collector is inside a record producer or catalog item, the underlying sp_model or sc_cart permissions could also play a role.

6. Use the ACL debugger:
   Turn on Debug Security Rules (?sysparm_debug=security_debug) in your instance. Then load the portal page as the affected user and see which ACL is denying access — very often, you’ll see a field-level read ACL or a role restriction you overlooked.

7. Consider performance:
   Lastly, if this custom table grows, think about adding proper reference qualifiers or filters to avoid loading large datasets unnecessarily.