Workspace records view restriction based on group members

[sukran]

we want to show the my asset records depends on support group users in workspace , any idea how to achieve this?

[Omender Singh]

Yes, you can achieve this in ServiceNow Workspace by applying dynamic filters and data policies to control which asset records a user sees, based on their Support Group membership.

[sukran]

Can you elaborate where I can apply thats needs to fucntion on workspace . Data polices normally works on form level, how to do in workspace?

[sukran]

I found a it in UI builder to set data policy but can we do modify OOTB workspace ?

[swapnali ombale]

Hi @sukran 

To display "My Asset" records in a ServiceNow workspace based on a user's support group, you can use UI Builder and a script to filter records based on the logged-in user's group membership. 

Here's a breakdown of the process:

1. Identify the Relevant Tables and Fields:

• Asset Table:

  This table stores your asset information (e.g., alm_hardware or cmdb_ci_asset).
• Support Group Field:

  This field in the asset table links the asset to a specific support group (e.g., a reference field pointing to the sys_user_group table).
• User Group Membership:

  Determine how users are assigned to support groups (e.g., through the sys_user_grmember table).

2. Create a Script Include (Optional but Recommended):

• Create a script include to encapsulate the logic for retrieving the user's support group(s).
• This script should:
  • Get the currently logged-in user's ID (gs.getUserID()).
  • Query the sys_user_grmember table to find the user's group memberships.
  • Return an array of group IDs. 

3. Configure the Workspace in UI Builder:

• Select the Asset Table:

  In UI Builder, specify the asset table as the data source for your workspace page.
• Add a List Filter:

  • Add a list filter to the UI Builder component that displays the asset records.
  • Use the sys_user_grmember table to query the groups the user belongs to.
  • Use the script include (if you created one) to dynamically retrieve the group IDs.
  • Filter the asset records based on the support group field, ensuring that only assets assigned to the user's support groups are displayed.

4. Example Script Include:

JavaScript

var MyAssetFilter = {
    getSupportGroups: function() {
        var user = gs.getUserID();
        var userGroups = new GlideRecord('sys_user_grmember');
        userGroups.addQuery('user', user);
        userGroups.query();
        var groupIDs = [];
        while (userGroups.next()) {
            groupIDs.push(userGroups.getRefRecord('group').getUniqueValue());
        }
        return groupIDs;
    }
};

5. Example UI Builder Filter:

JavaScript

// Assuming you have a field named 'support_group' in your asset table
// and a script include named 'MyAssetFilter'
// and a UI Builder component that displays the asset records

var supportGroups = MyAssetFilter.getSupportGroups();

// Filter the records based on the 'support_group' field
var query = "support_group IN " + supportGroups.join(",");