Show choice list option only to certain dept/groups and for rest user remove that option.

[HanisahR]

Hi all, so I have this task whereby in a select box choice options. The variable name of that select box for example is 'Service Request' and in there have 5 options. For option 1, 2 & 3 only users belonging to a certain department or certain groups get to see these options. If user not belonging to those exact department/groups they cannot see those options thereby only see option 4 & 5 only. I have tried in the script include and client script, but it's not working. Please help and assist me to get this to work. Much appreciated, thanks!

SCRIPT INCLUDE

var checkUserGroupDept = Class.create();
checkUserGroupDept.prototype = {
    initialize: function() {},

	getUserGroupDept: function() {
		var userId = this.getParameter('sysparm_requester_name');
		var userGR = new GlideRecord('sys_user');
		userGR.addQuery('sys_id',userId);
		gr.query();

		if(userGR.get(userSysId)) {
			var deptName = userGR.getDisplayValue('department');
			if (deptName == 'Department A' || deptName == 'Department B') {
				return true;
			}

			var gm = new GlideRecord('sys_user_grmember');
			gm.addQuery('user',userSysId);
			gm.query();
			while (gm.next()) {
				var grpName = gm.group.name.toString();
				if (grpName == 'Group 1' || grpName == 'Group 2') {
					return true;
				}
			}

			return false;
		}



	},

    type: 'checkUserGroupDept'
};

CLIENT SCRIPT

function onLoad() {
    var ga = new GlideAjax('checkUserGroupDept');
	ga.addParam('sysparm_name','getUserGroupDept');
	ga.addParam('sysparm_userId', g_user.userID);
	ga.getXMLAnswer(hideOption);

	function hideOption(response){
		var answer = response.responseXML.documentElement.getAttribute("answer");
		if (answer == 'false'){
			g_form.removeOption('service_request','option_1);
			g_form.removeOption('service_request','option_2);

		}
	}
}

[M Iftikhar]

Hi @HanisahR ,
 

If the options are still accessible, here are a few things to check:

Choice values  
g_form.removeOption() uses the Value field, not the Label. Double-check the variable’s option values in the catalog item. 

Client-callable 
Ensure your Script Include is marked as Client Callable. 

Debug the return 
Add gs.info(answer); in your client script to confirm you’re actually getting "true" / "false". 

Verify variable name 
Make sure the variable is really called service_request in the catalog item (case-sensitive). 

If the log shows "false" but the options don’t disappear, it’s almost always a mismatch between the option value you’re passing and what’s configured on the variable. 

Thanks & Regards,  
Muhammad Iftikhar  

If my response helped, please mark it as the accepted solution so others can benefit as well. 

[Zuhaib]

There is no variable defined as userSysId in your script include.

	if(userGR.get(userSysId)) {

[Harmeet2Singh]

g_form.removeOption('choices field name', 'VALUE_TO_REMOVE');

your value, option 1 is not in quotes.

next issue I can find is your are returning false, while checking answer == 'false', it should be answer == false.

[Dinesh Patel]

Step-by-Step Solution1. Identify User's Department or GroupFetch the current user's department or group with the platform's user context (often via session variable, API, or a profile data resource).Use fields like current.user.department or the roles/groups array as your identifier�.2. Filter the Select Box Options DynamicallyDefine all options for 'Service Request'.Tag each option with allowed departments/groups.Use a client script or dynamic dropdown data filter to conditionally display options.Example implementation:const userDept = getUserDepartment(); // fetch from session or data binding
const allOptions = [
{ label: 'Option 1', value: '1', allowedDept: ['HR', 'Finance'] },
{ label: 'Option 2', value: '2', allowedDept: ['HR', 'Finance'] },
{ label: 'Option 3', value: '3', allowedDept: ['HR'] },
{ label: 'Option 4', value: '4', allowedDept: ['All'] },
{ label: 'Option 5', value: '5', allowedDept: ['All'] }
];
const visibleOptions = allOptions.filter(
option => option.allowedDept.includes(userDept) || option.allowedDept.includes('All')
);
// Bind visibleOptions to your select box componentIn ServiceNow, you may also use:g_form.removeOption('service_request', '1');
g_form.removeOption('service_request', '2');
g_form.removeOption('service_request', '3');Only if the user's department doesn't match the allowed ones�.3. Remove Option for Other UsersOn page load or relevant form event, execute the filtering logic to ensure only authorized users see Options 1, 2, and 3�.The remaining users only see Option 4 and 5.Important NotesThis logic works for both UI Builder record pages or catalog item forms if integrated via client script or via a data resource in the dropdown component�.For catalog items, similar control can be enforced with Catalog Client Scripts in ServiceNow.

[HanisahR · Accepted solution]

Found out that these scripts worked. Would like to thank everyone who contributed to replying to this question, much appreciated!

SCRIPT INCLUDE // Client callable true, application Global

var checkUserGroupDept = Class.create();
checkUserGroupDept.prototype = Object.extendsObject(AbstractAjaxProcessor, {
    getGroupDept: function() {
        var userID = this.getParameter('sysparm_sysid');
        var userGR = new GlideRecord('sys_user');
        if (userGR.get(userID)) {
            var dept = userGR.getValue('department');
 
            var inGroup = false;
            var groupUser = new GlideRecord('sys_user_grmember');
            groupUser.addQuery('group', 'sysid1'); // sysid group1
			groupUser.addQuery('group', 'sysid2'); // sysid group2
            groupUser.query();
            while (groupUser.next()) {
                if (groupUser.user == userID) {
                    inGroup = true;
                    break;
                }
            }
 
            // Check if user is NOT in group OR department is NOT dept1 or dept2
            if (!inGroup && (dept !== 'dept1' && dept !== 'dept2)) { // sysid dept1, dept2
                return 'true';
            }
        }
        return 'false';
    }
});

 ^^ For some reason the if condition works when && is used instead of ||

CLIENT SCRIPT
function onLoad() {
    // get current user's sys_id
    var sysid = g_user.userID;

    // call Script Include via GlideAjax
    var ga = new GlideAjax('checkUserGroupDept'); // Script Include name
    ga.addParam('sysparm_name', 'getGroupDept'); // Function name in Script Include
    ga.addParam('sysparm_sysid', sysid); // pass user sys_id
    ga.getXMLAnswer(parseResponse);

    function parseResponse(answer) {
        if (answer == 'true') {
            g_form.removeOption('service_request', 'value_option1', 'Name Option1');
			g_form.removeOption('service_request', 'value_option2', 'Name Option2');
			g_form.removeOption('service_request', 'value_option3', 'Name Option3');
        }
    }
}