Generic Accounts

[jkhanddh]

Hi Everyone, 
Can someone explain what are generic accounts in ServiceNow ?
Their significance, any article related to them, why are they not visible on normal forms ?
Thank you

[Jitendra Diwak1 · Accepted solution]

Hi @jkhanddh,

Here are below details for your query:

In ServiceNow, generic accounts refer to user accounts that are not tied to a specific individual but rather to a role or function within an organization. These accounts are often used for automation, system integrations, or shared access to specific functionalities or services.

### Key Characteristics of Generic Accounts:

1. **Non-Personalized**: Unlike regular user accounts, generic accounts typically do not represent an individual. Instead, they may be used by multiple users or systems.

2. **Role-Based Access**: These accounts often have access rights aligned with specific roles rather than individual user permissions. This allows for consistent access control across various functions.

3. **Automation and Integration**: Generic accounts are frequently utilized in scenarios involving automated tasks, such as running scripts or accessing APIs, where an individual user login is not practical.

4. **Shared Access**: Teams may use a generic account to access certain applications or features without assigning specific user credentials to each member.

5. **Management and Security**: While convenient, generic accounts require careful management to ensure that access is appropriately controlled and monitored to prevent unauthorized use.

### Use Cases:

- **Integration with External Systems**: For example, a generic account may be created for a third-party service to connect with ServiceNow.
- **Batch Processing**: Automation scripts that need to perform actions within ServiceNow might use a generic account for consistent access.
- **Team Access**: Teams that need shared access to specific modules or dashboards might use a generic account to streamline the process.

### Best Practices:

- **Limit Access**: Ensure that generic accounts have the minimum necessary permissions to perform their functions.
- **Regular Audits**: Conduct periodic reviews of generic accounts to ensure they are still needed and to check for any security risks.
- **Password Management**: Implement strong password policies and change passwords regularly to enhance security.

Using generic accounts effectively can enhance operational efficiency while maintaining a secure environment in ServiceNow.

Please accept my resolution if it helps you and thumps up.

Thanks

Jitendra

[TiffanyJ2]

Hello, 

For the generic IDs, what is best practice on how to identify them? For example, we want to stay out of the box and not customize the Assigned to field but we want the asset record to identify the generic ID associated with the device. 

Thank you, 

Tiffany Johnson