Reference field not displaying supplier data for external users in Supplier Collaboration Portal

[KomarabandaS]

Hi Community,
I am working on the Supplier Collaboration Portal and have a self-registration page for external users.
On the registration form, there is a Vendor name field which is a Reference field referencing the sn_fin_supplier table. 
The issue is that when an external user tries to register, the Supplier name reference field does not display any supplier records/data.
I have already tried creating an ACL on the sn_fin_supplier table and provided the public role, but the supplier records are still not visible to the external user.
I have attached a screenshot of the registration page for reference.

Could anyone help me understand:
1. What ACLs/roles are required for an external user to access supplier records from sn_fin_supplier?
2. Is there any additional configuration required for reference fields in the Supplier Collaboration Portal?
3. Are there any portal-specific restrictions or security configurations that prevent external users from querying the sn_fin_supplier table?
4. What would be the recommended approach to make the supplier records available in this reference field while maintaining proper security?

Environment: ServiceNow – Supplier Collaboration Portal
Any guidance on the correct configuration would be greatly appreciated.
Thank you!

[Ankur Bawiskar]

@KomarabandaS 

things to check

-> check field level READ ACL for the display field

-> check query_range and query_match ACL on that table

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[TroyP0581187515]

Hi @KomarabandaS  , I think this is more about the registration configuration than the ACL on sn_fin_supplier. I’d avoid opening that table to the public role, since it exposes supplier names and IDs to anyone who can reach the form. Instead look to activate the supplier contact self registration link on the portal. This opens up a link and form on the supplier portal to allow a contact to self register. The User registration configuration  should use the Supplier contact onboarding flow. I would suggest cloning this workflow for any your specific requirements. But this flow will map the email domain with supplier website domain with matching the supplier record and avoids the need for the new contact to select the supplier record in the self-registration form. 

Setup, in order:

Step 1: Create the registration configuration

1. Go to External User Self-Registration > User Registration Configurations > New.
2. Complete the basic configuration and save it.
3. Keep the record open. You’ll need its sys_id in step 5.

Step 2: Configure the registration settings

• Registration: Make First name and Last name mandatory.
• Verification: Configure identity verification. The flow sends an activation link to the registrant’s email address.
• Transformation: Open the generated transformation map and change the target table to Vendor Contact [vm_vdr_contact].
• Field maps: Add a field map with Use source script selected. Set the target field to Source and use this script:

  answer = (function transformEntry(source) {
      return "supplier_registration";
  })(source);

• Onboarding: Set the User onboarding flow to Supplier Contact Onboarding.

Step 3: Link the configuration to the portal

1. Go to Service Portals > Portals > Supplier Collaboration Portal.
2. Set External user registration configuration to the configuration you created in step 1.
3. Save.

Step 4: Set the registration profile property

1. Open sys_properties.list.
2. Find sn_supplier.external_registration_profile_id. If it doesn’t exist on your instance, check the plugin’s setup guidance before creating it.
3. Set its value to the registration configuration’s sys_id and select Update.

Step 5: Configure registration emails

• Set up the invitation and notification emails for the Vendor Contact table, as the setup documentation describes.

Step 6: Test the external user journey

1. Open https://<your-instance>/supplier in a private browser session, not logged in as admin.
2. Select Register and submit the form.
3. Verify the email address from the activation link.
4. Confirm the supplier manager sees the request and can approve it.
5. Confirm the welcome email arrives after approval.