How to Ensure Users are Unable to Download Data from an Instance on to Personal Devices

[cmitchell2323]

Good Morning Everyone, I am trying to implement a specific solution at my organization. We are trying to ensure that users are unable to download data from ServiceNow instances on to their personal devices. How would I go about implementing this? This is my current thought process so far:

1. Create IP address restrictions to company-managed devices for data exporting (I would still need to determine how exactly to get this list of valid IP ranges)

2. Limit the file types that are able to exported/downloaded (still would allow exporting, but only of certain file types)

I am curious if anyone else has implemented this type of solution before in their environment. Any help would be greatly appreciated.

[Dr Atul G- LNG]

Hi @cmitchell2323 

If I’m not mistaken, the same applies when using Outlook on mobile devices—you may not be allowed to take screenshots or download any files. As far as I understand, there isn’t anything in ServiceNow that can enforce this. You would need to check with your internal security team to implement a solution for this.

[cmitchell2323]

Good Afternoon @Dr Atul G- LNG , Thanks for the response! Is there any specific ServiceNow documentation that you have that explains the ServiceNow Platform being unable to enforce this?

[Dr Atul G- LNG]

Good afternoon buddy 

No I don't find any such document but from experience telling this.

You might log a now support case for this and see if team can help you.

[Vijaya_Mnpram]

  Hope you are talking about exporting the data using the 'Export --> Excel/CSV' way. If yes, then you can control the list of Tables this option is available under the UI Context Menu (sys_ui_context_menu.list) for 'Export'. The file formats are also provided in this and you can use this for restriction the file format. 

https://<Your Instance>/sys_ui_context_menu.do?sys_id=d1ad2f010a0a0b3e005c8b7fbd7c4e28&sysparm_recor...

There is a KB article (KB0676119) for this. If you have access, please go through that. 

As per that KB, the default condition mentioned in this should be tweaked to restrict tables. For example, to restrict the option to appear for Incident table, 

The OOB condition "!ListProperties.isRelatedList() && !ListProperties.isRefList()" should be modified to "!ListProperties.isRelatedList() && !ListProperties.isRefList() && ListProperties.getTable() != "incident""

I am not sure of restricting IP range, as Servicenow doesn't check for IP address before showing up the list (cloud-based app in browser).