question Re: How to hide catalog item base on role? in ServiceNow AI Platform forum

How to hide catalog item base on role?

firemoon — Tue, 31 May 2016 12:10:56 GMT

Hi,

I want to hide a catalog item based on role.

For

role 1 : All Catalog item should be enable

role 2: Last 2 catalog items only enable.

Please help me to fix this.

Regards,
RK

Re: How to hide catalog item base on role?

suryanair — Tue, 31 May 2016 12:17:06 GMT

Use before query business rules.Scripting in Business Rules - ServiceNow Wiki

Re: How to hide catalog item base on role?

Chuck Tomasi — Tue, 31 May 2016 12:28:11 GMT

Hi RK,

You can restrict or show catalog items using User Criteria. These are flexible to allow you to define groups of people based on role, group, location, and more then determine if you want to allow or deny access to an item based on that group of people. These are far superior to the simple roles we used to have on catalog items in the past.

User Criteria - ServiceNow Wiki

Re: How to hide catalog item base on role?

Mihir Mohanta — Tue, 31 May 2016 12:40:49 GMT

You need to use user criteria for this.

Please go through below thread.It might help you.

User Criteria not working

Thanks,

Mihir

Re: How to hide catalog item base on role?

firemoon — Tue, 31 May 2016 12:54:43 GMT

Hi,

I have created a new user criteria and added the role to restrict, but where I need to call this User Criteria in Catalog Item?

Thanks for understanding,

Re: How to hide catalog item base on role?

firemoon — Tue, 31 May 2016 12:56:36 GMT

Hi Surya,

Thanks for your response.

Please share me, if you have any sample code. It will very helpful for me.

Regards,
RK

Re: How to hide catalog item base on role?

Chuck Tomasi — Tue, 31 May 2016 12:57:33 GMT

Ensure you have the related list "Available for" and "Not available for" on your catalog item.

Add the defined user criteria to the "Available for" list.

Re: How to hide catalog item base on role?

SandySeegers — Fri, 24 Jun 2016 15:39:28 GMT

Chuck,

Looking for absolute clarification here please . . . .

We currently use Roles on our items (We're running Eureka now) and have been for years.

We're making the jump to Helsinki and have noticed that the Role field is no longer displayed on the form and that the roles no longer seem to be honored. Everybody sees everything.

What I'm hearing is that the use of Roles directly on an Item has been deprecated? And instead we need to 'User Criteria'?

Thanx in advance for the clarification,

Sandy

Re: How to hide catalog item base on role?

Chuck Tomasi — Fri, 24 Jun 2016 21:43:50 GMT

Hi Sandra,

Thank you for clarifying. I wasn't aware you were using Eureka. User Criteria came out in Fuji so your upgrade will enable you greater flexibility and less maintenance/management with User Criteria. That's the best way to manage access to items (and knowledge) in the future.

Re: How to hide catalog item base on role?

Rshear — Mon, 18 Jul 2016 19:40:12 GMT

If your on Eureka..probably the best way until you upgrade is to add the 'entitlement script' field to the catalog item itself (under maintain items)..then write a script that checks if logged in user has x role..if they have role x display i.e. answer = true. if they dont have role x then dont display i.e. answer = false.

Should be simple and easy to do.

Re: How to hide catalog item base on role?

fpuzon — Mon, 13 Feb 2017 22:55:56 GMT

Hi Chuck!
When I go to test a user criteria on a catalog item for a specific user, I noticed that the catalog item is still visible for them and they are just brought to a page that displays 'Not authorized'. I was under the impression it would remove the item completely from the catalog where they can even see it unless they are a part of a group/role. Does User Criteria not include this type of capability? If not, is there an alternative way of achieving this? Any help is appreciated.

Thanks,

Fred

Re: How to hide catalog item base on role?

Chuck Tomasi — Mon, 13 Feb 2017 22:59:53 GMT

Hi Fred,

Can you include some addition details? Steps you took and screenshots are helpful. I'm not quite wrapping my head around the issue.

Re: How to hide catalog item base on role?

fpuzon — Tue, 14 Feb 2017 02:07:42 GMT

Hi Chuck,

No problem. Here is a screenshot of the user criteria I created for a specific group:

Here is the "available for' related list I added on the catalog item I am trying to hide.

When I login as a user who is not currently is this assignment group defined in the user criteria, they are still able to view the catalog item. 'Apple MacBook Pro'.

Instead of hiding the item itself they can are still able to click on it, but are brought to another page where the 'not authorized' is displayed.

Thanks,
Fred

Re: How to hide catalog item base on role?

Chuck Tomasi — Tue, 14 Feb 2017 13:52:29 GMT

Well that's not right! I don't have an instant answer for you. It appears everything is configured properly. You might need to take this one to support. Let us know what they say.

HI Service Portal - ServiceNow

Contact Support | ServiceNow

Re: How to hide catalog item base on role?

fpuzon — Tue, 14 Feb 2017 17:45:26 GMT

I figured something was off! I'll contact them today and see what they say! Thanks for your time!

Fred

Re: How to hide catalog item base on role?

briet — Wed, 18 Oct 2017 05:14:16 GMT

Hi Fred!

Did you find a solution for this? I have the exact same behaviour occurring.

Thanks!

Brie

Re: How to hide catalog item base on role?

Jack42 — Thu, 12 Jul 2018 02:05:20 GMT

Hello Chuck,

somehow I can't see the tabs for "Available for" and "Not available for" on my catalog item,
nor is the "Roles" field visible.

Could you please tell me how to make those visible/accessible.

Many thanks in advance,
Jack

Re: How to hide catalog item base on role?

Priyanshu — Thu, 20 Dec 2018 05:13:05 GMT

Hello Rshear,

I need to fetch the list of catalog item on the basis of user ( how many catalog item user x can access ). I need an API for the same can you guide me how to achieve this.

Re: How to hide catalog item base on role?

Ajaykumar1 — Thu, 20 Dec 2018 05:37:42 GMT

Hi,

1. Create a new User Criteria > Give it a meaningful name > Check "Advance",in script section add following code :

if(!user.hasRole("role_who_can_view_item"))
{
condition =false;//set visiility to false if user don't have "role_who_can_view_item" role
}

Configure > Related Lists > Pull Not Available for / Not available for Group and configure it.

Also, double check whether the group from whom you are hiding the items have the correct role.

Refer : Catalog item visibility in ServiceNow

Regards,
Ajay