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How to build IAM Application Onboarding using UI Builder & Playbooks in ServiceNow?

Aakriti Jain
Tera Contributor

10 hours ago

 
IAM Application Onboarding using UI Builder & Playbooks in ServiceNow -
 
I recently worked on an IAM (Identity & Access Management) application onboarding solution, aimed at streamlining how applications are onboarded and access is governed within an organization using ServiceNow.
 
What is IAM?
Identity & Access Management (IAM) ensures that access to systems, applications, and resources is securely managed, controlled, and governed, whether for users or applications.
 
IAM in the context of Application Onboarding
In this solution, the focus is on application-level governance, ensuring structured onboarding, proper access definition, and compliance tracking.
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Solution Overview
Built a structured IAM onboarding experience using UI Builder and Process Automation Designer (Playbooks) to provide a guided and intuitive workflow.
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Key Capabilities & Implementation
 
UI Builder
  • Created a custom workspace experience tailored for application onboarding
  • Designed custom pages with forms to capture application details (basic onboarding information)
  • Implemented navigation where, after saving details, users are guided to the next stage of the process
  • The Playbook component is embedded directly within UI Builder pages to provide a seamless user experience, allowing compliance processes to be managed without leaving the interface. 
  • Playbook is organized into distinct stages, and within these stages are questionnaires designed to capture critical information. The responses to these questionnaires are then evaluated to determine the compliance status of the application, ensuring that progress is tracked in a structured and transparent way while guiding users through the necessary steps to achieve compliance.
  • Used List component to display records created by the logged-in user, improving visibility and tracking
  • Enabled monitoring of application compliance status within the workspace
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Playbooks (Process Automation Designer)
• Designed a multi-stage onboarding flow, including:
  • General Information
  • Authentication
  • Authorization
  • Role Management
  • Guided users step-by-step through structured questions and actions
  • Ensured consistency and control across the onboarding lifecycle
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Compliance & Automation
  • Based on responses captured during each stage, the system evaluates whether the application is compliant or not
  • Once the onboarding process is completed:
  • The request is sent for approval
  • A Knowledge Article is automatically generated in the backend using Flow Designer
  • This ensures proper documentation, traceability, and governance
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Outcome
This is the first prototype of the solution, and we are continuously improving it by incorporating feedback, enhancing usability, and expanding capabilities to better align with real-world IAM needs.
 
Would love to hear if others have implemented similar IAM onboarding or governance solutions on ServiceNow!
 
#ServiceNow #UIBuilder #Playbooks #IAM #WorkflowAutomation #DigitalTransformation #WorldWorksWithServiceNow

 

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1 REPLY 1

Mandar Vairagka
Tera Contributor

10 hours ago

Dear Aakriti, Please check this below as well - 

https://www.servicenow.com/community/architect-articles/identity-amp-access-management-on-with-

servicenow/ta-p/2850542