How we can find whether a user is utilizing a role assigned to them.

[Preethi26]

Hi Team,

We are working on License part for ServiceNow.

Wanted to know the role usage. how we can find whether a user is utilizing a role assigned to them.

Example: If user as itil role and once in 60days he is logging to portal and platform to just view, last login will be calculated based on his login. But Here the license is not fully utilized.

Like similar way how can we check if user is fully utilizing the role provided to him.

Kindly suggest.

Thank You.

[Sandeep Rajput]

@Preethi26 This functionality can be achieved by creating a custom log table where you would keep following columns.

1. User (reference to sys_user)

2. Table (reference to sys_db_object) 

3. Read Count (Integer)

4. Write Count (Integer)

5. Create Count(Integer)

6. Delete Count(Integer)

7. Created (sys_created_on System field)

8. Updated(sys_updated_on System field)

Now in order to make entries in this table, you will utilise the existing ACLs, in your ACLs for Create, Read, Write and Delete operation, you would either make a new entry in the table (if there is no entry for that user on that day) or you will update an existing entry by updating the Read/Write/Delete/Create count by updating the existing entry. 

You can create a report on this log table and see which user is utilising the license for specific tables.

Hope this helps. 

[Preethi26]

Hi @Sandeep Rajput 

Thanks for the guidance.

Iam new to ServiceNow developments can You please give a idea how to create custom log table and add in above data in it. Or any path or rough idea to create Please.

Thank You

[Preethi26]

@Sandeep Rajput 

I understood we need to create table and fields:

1. User (reference to sys_user)

2. Table (reference to sys_db_object) 

3. Read Count (Integer)

4. Write Count (Integer)

5. Create Count(Integer)

6. Delete Count(Integer)

7. Created (sys_created_on System field)

8. Updated(sys_updated_on System field)

After than how can we populate user data.

Please explain me more Thank You

[Sandeep Rajput]

@Preethi26 You need to insert/update data in this table from the Script field available in ACL. Each table in ServiceNow has some Read/Write/Create ACLs which allow/deny access of a user based on the User's role, ACL condition and script evaluation. 

In your case you can choose to add/update data in custom log table if the script of the ACL returns true for that table. 

For more information on ACL, I recommend you to go through https://docs.servicenow.com/en-US/bundle/vancouver-platform-security/page/administer/contextual-secu...

Hope this helps.