Sending a welcome email to imported users

[Tom Alday]

Through our LDAP connection all accounts created in AD are instantly created in ServiceNow. I had planned to leverage this process to send a kind of "Welcome" email to all new employees/students as they are added to the sys_user table, but I've hit a snag because even though their AD usernames are created their actual email addresses aren't created until midnight when a report is run somewhere by the AD admin and it creates an email account and attaches it to their username.

So what I need to do now is schedule something that checks for newly created accounts in the sys_user table and sends this "Welcome" email at like 4am everyday. I assume it needs to be done maybe through the event registry and the system scheduler, but I really haven't messed with those to features at all so I need some help...

[Jim Coyne · Accepted solution]

This is what I would do:

1. create a new "Welcome email sent" True/False field on the User table

2. set the new field to "True" or checked for all your current users

3. create a new Event called "u_send.welcome.email"

4. create a new Scheduled Job (System Definition \ Scheduled Jobs) and select "Automatically run a script of your choosing" in order to create a new "Scheduled Script Execution" record.   Set it to run when you want it to.

Script for the Scheduled Job:

(function() {

var gr = new GlideRecord("sys_user");

gr.addEncodedQuery("active=true^emailISNOTEMPTY^u_welcome_email_sent=false");

gr.query();

while (gr.next()) {

   gs.eventQueue("u_send.welcome.email", gr);

   gr.u_welcome_email_sent = true;

   gr.update();

}

})();

That way you don't have to worry about when the record was created and you can easily tell with the new field if the email was sent or not.

[Tom Alday]

That looks like a pretty straightforward solution. What would be the best way to accomplish Step 2? My script-fu is pretty lacking currently..

[Jim Coyne]

(function() { 

var gr = new GlideRecord("sys_user");

gr.setWorkflow(false);

gr.autoSysFields(false);

gr.query();

while (gr.next()) {

   gr.u_welcome_email_sent = true;

   gr.update();

}

})();

Should do the trick.   It just "checks" the checkbox field without updating the system fields.

[Tom Alday]

Would I run that in Scripts - Background?

[Jim Coyne]

Correct.   Sorry, should have mentioned that.