Way to Export Flow Views showing Tasks, approvals, etc.

[terrieb]

Happy Friday everyone!

Totally random question asked by my Service Desk Manager today so putting this out here in the slim hope I can get an answer.

He is looking to create 3 levels of Service Desk itil groups and then he would like all the tasks that the current Service Desk itil group is assigned to by default in a Flow to be reviewed and update task assignment group to one of the "new" level assignment group instead.  Just the tasks, not the assignment group of a Request or RITM record in the flow.

We found a way in the diagram view of a flow to Download it to a png file, but we are talking like 50+ catalog items to do this singular task with so hoping we can find a different way.

It may be unanswerable, but maybe not???

Thanks!!

[Mark Manders]

There currently isn't another way to do this. 
But why not use assignment rules instead of assigning in the flow? That gives a better exportable way of handling it.

[Hemanth M1]

Hi @terrieb ,

Why don't you go to those catalog item list view(50+) check for the unique flows configured, review and update instead?

Hope this helps!

[SP22]

@terrieb,

Could you please try Data Lookup & Record Matching.

https://www.servicenow.com/docs/bundle/zurich-servicenow-platform/page/product/service-catalog-manag...

Step-by-Step Implementation

1. Create a Custom Data Lookup Table

• Go to System Definition > Tables.
• Create a new table (e.g., u_sc_task_lookup) that extends Data Lookup Matcher Rules [dl_matcher].
• Add fields:
  • Category (String or Choice)
  • Urgency (Choice)
  • Assignment Group (Reference to sys_user_group)
  • Priority (Integer or Choice)

2. Populate Lookup Data

• Navigate to your new table (u_sc_task_lookup.list).
• Add rows like:
  Category Urgency Assignment Group Priority

  Hardware	High	IT Support Group	1
  Software	Medium	Application Support	2
  Access	Low	Identity Management	3

3. Create a Data Lookup Definition

• Go to System Policy > Rules > Data Lookup Definitions.
• Click New → Select Data Lookup Rule.
• Fill in:
  • Name: SC Task Auto Assignment
  • Source Table: sc_task
  • Matcher Table: u_sc_task_lookup
  • Check:
    • Active
    • Run on insert
    • Run on update

4. Define Matcher Fields

• In the Matcher Field Definitions related list:
  • Add:
    • Source table field: category
    • Matcher table field: category
  • Add:
    • Source table field: urgency
    • Matcher table field: urgency

5. Define Setter Fields

• In the Setter Field Definitions related list:
  • Add:
    • Source table field: assignment_group
    • Matcher table field: assignment_group
    • Check Always replace
  • Add:
    • Source table field: priority
    • Matcher table field: priority
    • Check Always replace

6. Test the Rule

• Create a new sc_task record with:
  • Category = Hardware
  • Urgency = High
• The system should auto-populate:
  • Assignment Group = IT Support Group
  • Priority = 1

If this helped to answer your query, please mark it helpful & accept the solution.

Thanks
Santosh.p

[terrieb]

That looks nice, however, I am not looking to replace a built in the flow assignment group.

I am trying to identify which Flow Designs have tasks assigned to a particular assignment group.  The ultimate goal is we are going to review and decide if the task should be assigned to Service Desk Level 1, or Service Desk Level 2, or Service Desk Level 3.

We could manually look at all the flows now but considering we have over 50 of them, that could be a task that can take hours....

Also, in your steps above, it looks more like it's linked to Incidents, not Requests or RITMS catalog task.  For instance, our catalog tasks do not have category, urgency or priority fields on the form so we can't select them for these steps.

Thanks!