how do you audit your group members?

[randrews]

the short description pretty much says it all... currently we are using a scheduled report that sends out to the manager of the group asking them to audit the group members and verify all are still in the group.

this has a couple of issues IMHO...

• there is no accountability.. we don't have anything verifying the manager acknowledges he did the audit <bad for the future of charge back>
• we have to manually maintain the manager
• each time a group is added we have to add a new report <we currently have over 150 groups>

how are others in the community auditing their group members to provide accountability to the managers and allow for automation of the task?

[randrews]

OBTW... currently i am considering a scheduled workflow and a scheduled job to kick off an item...

the issue with a scheduled job is that it has to work against a set number of create tasks... instead i was going to create a loop that creates some kind of task <a generic request maybe or create a custom table for group audits> and then creates child tasks for each group manager.. the main task gets assigned to the Service now dev team and is closed when all child tasks are closed.

the issue with a scheduled workflow is that since it is not running on a table you can use create task...

[Mike Allen]

You can create a template, then a scheduled job that queries the managers, loops through them, opening a task for each of the managers to validate their teams.

[randrews]

wouldn't you then have to create a template for each group?? my issue with that is we would have to go in an build new templates and scheduled jobs each time we create a group and maintain them all.. so over 150 scheduled jobs to run at the end of the quarter seems a little excessive...

[Mike Allen]

I think maybe you could pass the group and manager as variables in the script:

Creating a Template - ServiceNow Wiki

And that way it does not matter when you create the group or how many you create or who manages them.

var man = new GlideRecord('sys_user_group');

man.addQuery('manager', '!=', '');

man.addActiveQuery();

man.query();

while(man.next()){

        var task = new GlideRecord('task');

        task.initialize();

        task.assignment_group = man.group;

        task.assigned_to = man.manager;

        task.applyTemplate("task_template");  

        task.insert();

}