Load data from excel

[SM16]

We have a form in ServiceNow which has below fields

1) Region - APAC, EMEA, America etc

2) Country - Dependent on region

3) State/Provision - Dependent on Country

4) City - Dependent on State/Provision

5) AD group

Now, user wants to maintain all these in an excel and share the excel once in a day to get this data updated in ServiceNow. They do not want to use ServiceNow for maintaining the data but we have an automated form that uses this data to add user to the AD group.

What is your recommendation on this? Should we force user to use ServiceNow to maintain the data or accept excel data to auto poplulate it in a table. If we accept excel then whatever user sends would be the final data and might cause issues as well.

Please share your thoughts

[Danish Bhairag2]

Hi @SM16 ,

It's advisable to encourage users to utilize ServiceNow for maintaining the data due to several reasons:

1. **Data Consistency:** Using ServiceNow ensures data consistency and accuracy since it enforces predefined formats and validations, reducing the risk of errors.

2. **Audit Trail:** ServiceNow provides an audit trail, allowing you to track changes made to the data over time. This can be crucial for troubleshooting or compliance purposes.

3. **Security:** Excel files are more susceptible to unauthorized access and alterations. ServiceNow offers better control over access and permissions.

4. **Workflow Integration:** Integrating the data maintenance process within ServiceNow allows for seamless workflows, ensuring that the data updates are part of a structured and controlled process.

While accepting Excel data might seem convenient, it introduces the risk of inconsistencies and errors, as you mentioned. If users still prefer Excel, consider implementing strict validation checks and verification processes before updating the data in ServiceNow to minimize potential issues.

Thanks,

Danish

[Sandeep Rajput]

@SM16 If the user is not willing to maintain the data in ServiceNow and would like to stick to excel only then in that case give them a heads-up about the possible issues which may crop up due to inconsistent data in the excel sheet.

If they still want to pursue this idea then use then use transform maps and transform scripts to transfer the data. Keep a close tab on the records which were inserted/updated/deleted during the process and highlight the inconsistencies that cropped up due to this data transformation, I am sure sooner or later they will realise that maintaining data over excel is a lot more error prone than maintaining it in ServiceNow.