Requirement : Send Notification when user’s department is changed.
- Check User that they are in any Group Member or not.
- If that User is in Group Member, system remove user who change department from their previous Group Member automatically. (User should be removed from all the groups)
- Send notify mail to inform the previous Group Manager that the Changed department User already removed from Group, because of their department changed.
- If Group Manager still need to add this User back in the previous Group, can be added manually.
Mail Notification: Notification can be sent when user department changed. Need ServiceNow system to send mail notify to previous Group Manager
UC1: Notify mail to the previous Group Manager
Email to (who): Notification to the previous [Group Managers] that user is removed off.
Email Body (what): User (ID and Name) department changed from Previous Department to New Department on Detected Date, and already removed from Group Member automatically.
Email Subject: ServiceNow User Department change detected
Member name: [FirstName-LastName]
Effected Group name: Previous [GroupName]
Status: [Status]
Detected date: [xxx]
Actions: To be notified the updated group members
User is automatically removed from Group.
How many notifications to be sent? 1 time when that user automatically removed from Group.
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so, this is my task and my approach is to
1. create an event trigger when the user department is changed {table selected sys_user}
2. when the event is fired then the notification should run accordingly.
3. write a business rule to get all the info of the managers, which I stored in variable name managers.
4. then create another event to transfer the variable managers from business rule to email script in the recipient
5. then wrote the email script for the custom email template i wanted.
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but it's not working!! below are the business rule i used and also the email script i used
Business Rule Script:
// Event Registry for User Department Change
(function executeRule(current, previous) {
gs.eventQueue('UserDepartmentChange', current, previous);
})();
// Function to get the managers from the previous groups of the user
function getManagersFromPreviousGroups(userId) {
var managers = [];
// Query sys_user_grmember to get the previous groups
var grMemberGR = new GlideRecord('sys_user_grmember');
grMemberGR.addQuery('user', userId);
grMemberGR.query();
while (grMemberGR.next()) {
// For each group the user was a member of, get the manager
var groupName = grMemberGR.getValue('group');
var manager = getManagerFromGroup(groupName);
// If a manager is found, add it to the list of managers
if (manager) {
managers.push(manager);
// Automatically remove the user from the group member
grMemberGR.deleteRecord(); // This deletes the sys_user_grmember record
}
}
// Send notification to managers
sendNotificationToManagers(managers);
return managers;
}
// Function to get the manager from a specific group
function getManagerFromGroup(groupName) {
var manager;
// Query the sys_user_grmember table to get the manager of the specified group
var groupManagerGR = new GlideRecord('sys_user_grmember');
groupManagerGR.addQuery('group', groupName);
groupManagerGR.addQuery('role', 'manager'); // Assuming 'manager' is the role of the group manager
groupManagerGR.query();
if (groupManagerGR.next()) {
// Assuming 'user' is the reference field to the user in the sys_user_grmember table
var managerId = groupManagerGR.getValue('user');
// Get manager details from the sys_user table
var managerGR = new GlideRecord('sys_user');
if (managerGR.get(managerId)) {
manager = {
id: managerGR.getValue('sys_id'),
name: managerGR.getValue('name'),
email: managerGR.getValue('email')
// Add more properties as needed
};
// Event trigger to send managers array from the business rule to email notification
gs.eventQueue('importmanagers', current, current.number, managers);
}
}
return manager;
}
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Email script i used:
(function runMailScript(/* GlideRecord */ current, /* TemplatePrinter */ template,
/* Optional EmailOutbound */ email, /* Optional GlideRecord */ email_action,
/* Optional GlideRecord */ event) {
// Loop to add managers to "cc" list
for (var i = 0; i < event.managers.length; i++) {
email.addAddress("cc", event.managers[i].email, event.managers[i].name);
}
// Set email subject
email.setSubject("ServiceNow User Department Change Detected");
// Set email body
email.setBody("User (" + current.sys_id + "-" + current.name + ") department changed from " +
"Previous Department to " + current.department + " on " + gs.now() +
", and already removed from Group Member automatically.\n\n" +
"Member name: " + current.name + "\n" +
"Effected Group name: Previous " + current.previous_group_name + "\n" +
"Status: " + current.status + "\n" +
"Detected date: " + gs.now() + "\n" +
"Actions: To be notified the updated group members");
})(current, template, email, email_action, event);
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screenshot of event registration when the department is changed
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screenshot of the event registration to get variable managers from business rule
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screenshot of notification
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when checking to any error in the system log then it shows Analytics framework send status not success, instead is 7
IF ANYONE HAS MORE EASIER WAY TO PERFORM THE TASKS PLEASE LET ME KNOW!!
