question Re: Workspace records view restriction based on group members in ITSM forum

Workspace records view restriction based on group members

sukran — Sat, 05 Apr 2025 13:54:03 GMT

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

Re: Workspace records view restriction based on group members

Omender Singh — Sat, 05 Apr 2025 14:23:11 GMT

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.

Re: Workspace records view restriction based on group members

sukran — Sat, 05 Apr 2025 15:23:10 GMT

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?

Re: Workspace records view restriction based on group members

sukran — Sat, 05 Apr 2025 16:27:45 GMT

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

Re: Workspace records view restriction based on group members

swapnali ombale — Sat, 05 Apr 2025 18:41:36 GMT

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(",");

Re: Workspace records view restriction based on group members

Shivalika — Sun, 06 Apr 2025 07:06:47 GMT

Hello @sukran

You just need to go to the specific "UX List" that you want to edit and default filter.

Refer the below screenshots:-

1) Go to sys_ux_list_menu_config table

https://<<instance_name>>.service-now.com/sys_ux_list_menu_config_list.do

2)Select your respective workspace (I am choosing SOW) and Coose your respective "UX List" I am choosing Open Requests.

3)Modify the "conditions" field here, which will modify the default filter for all users.

I added "One of my groups" in groups

Save it and it will reflect.

Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for the efforts and also move this questions from unsolved to solved bucket.

Regards,

Shivalika

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeEISQCY

Re: Workspace records view restriction based on group members

Shivalika — Mon, 07 Apr 2025 03:55:00 GMT

Hello @sukran

Please confirm if you checked my answer. Kindly mark my answer as helpful and accept solution if it helped you in anyway. This will help me be recognized for my efforts and also it can move from unsolved bucket to solved bucket.

Regards,

Shivalika

My LinkedIn - https://www.linkedin.com/in/shivalika-gupta-540346194

My youtube - https://youtube.com/playlist?list=PLsHuNzTdkE5Cn4PyS7HdV0Vg8JsfdgQlA&si=0WynLcOwNeE