Leveraging Import Sets for ETL in ServiceNow: A Complete Guide to Data Integration

BillMartin
Mega Sage

‎10-23-2024 04:18 PM

In the context of ETL (Extract, Transform, Load) in ServiceNow, Import Sets in ServiceNow play a crucial role in handling the transformation and loading stages of data integration. Import Sets allow organizations to efficiently extract data from external sources, transform it into the required format, and load it into ServiceNow’s target tables. Whether you're managing large-scale data migration or automating regular updates, Import Sets provide a flexible and reliable method for integrating data within the ServiceNow platform.

 

In this guide, we'll explore how Import Sets fit into the ETL process in ServiceNow, covering key concepts and best practices for effective data handling.

 

What is an Import Set in ServiceNow?

An Import Set in ServiceNow is a temporary staging table that stores raw data from an external source before it is mapped and processed into target tables. This two-step process—staging data and then transforming it—allows for a more controlled and structured approach to data integration.

Import Sets are often used when data from external sources like CSV files, databases, or web services need to be imported into ServiceNow’s tables, such as Incident, Asset, or Change Request tables. By using Transform Maps, the data in the Import Set is mapped to the correct fields and formatted according to ServiceNow's requirements.

 

The Process of Using Import Sets

 

The Import Set process in ServiceNow can be broken down into several key steps:

  1. Data Extraction: Data is collected from an external source and placed into an Import Set.
  2. Staging: The imported data is temporarily stored in an Import Set table.
  3. Transformation: Using a Transform Map, the data from the Import Set is mapped to fields in the target table.
  4. Loading: The transformed data is inserted into the ServiceNow table, updating or creating new records.

 

Step-by-Step Guide to Using Import Sets

 

1. Creating an Import Set Table

When you start the process, ServiceNow creates a staging table (Import Set Table) to hold the incoming data. This table temporarily stores data that has been imported, allowing it to be transformed before it’s loaded into the final target table.

To create an Import Set:

  1. Navigate to System Import Sets > Load Data.
  2. Choose the Data Source—this can be a CSV file, Excel sheet, XML, or even a database.
  3. Upload the file or connect to the database to load the data into the Import Set table.

2. Import Set Data Source

Data Sources define where the external data is coming from. You can import data from various sources such as:

  • File imports (CSV, Excel, XML)
  • Database connections (using JDBC)
  • Web services (via REST or SOAP)

Once you upload the file or connect to a data source, ServiceNow processes the data into the Import Set Table. This is the staging area where you can review and refine the imported data before transformation.

3. Transform Maps

A Transform Map in ServiceNow is used to map the fields from the Import Set table to the target table. It defines how the data is transformed as it is moved from the staging area to the final table. You can map fields manually or use ServiceNow’s automatic mapping feature to align source fields with target table fields.

Here’s how to create and configure a Transform Map:

  1. Navigate to System Import Sets > Create Transform Map.
  2. Select the source (Import Set Table) and the target table (for example, the Incident table or any custom table).
  3. Define field mappings: Select which fields from the Import Set table map to which fields in the target table.
  4. Optionally, use scripting to transform data further (e.g., format data, apply business rules, or trigger workflows).

Field Mapping: If a field in the import data does not match a field in the ServiceNow target table, you can create a new mapping. For example, if your imported file has a column named “Emp_ID” and the target table uses “Employee ID,” you need to manually map these two fields.

4. Coalescing Fields

Coalescing is an important concept in Import Sets. It is used to determine whether an existing record should be updated or a new record should be created in the target table. A coalesce field acts as a unique identifier (like an ID number, email, or reference field).

  • If coalescing is enabled on one or more fields and a match is found in the target table, the existing record will be updated.
  • If no match is found, a new record will be created.

Coalescing helps avoid duplication and ensures that data updates occur when necessary.

5. Running the Transform

Once the Transform Map is configured, you can run the transform to move data from the Import Set table to the target table. ServiceNow applies the mappings and any transformation logic you’ve defined.

To execute the transformation:

  1. Go to System Import Sets > Run Transform.
  2. Select the Import Set table and Transform Map.
  3. Review any logs or errors that occurred during the transformation.

Six Best Practices for Using Import Sets

To get the most out of Import Sets in ServiceNow, consider the following best practices:

  1. Use Coalesce Fields Wisely: Always ensure that the right fields are chosen for coalescing. Improper coalescing can lead to overwriting the wrong records or creating duplicates.

  2. Test in a Sandbox Environment: Before running a major data import, always test the Import Set process in a development or sandbox environment. This helps identify issues and refine transform maps without affecting production data.

  3. Automate Import Processes: If you're dealing with regularly updated data, use scheduled imports to automate the process. This is especially useful for ongoing integrations with external systems that update frequently.

  4. Log and Monitor Imports: Always review logs and errors generated during the import process. ServiceNow provides detailed logs that help troubleshoot issues, such as unmatched records or invalid data formats.

  5. Handle Data Validation: Validate your data both before and after it is imported into the target table. Use scripts, field validation rules, or business rules to ensure data integrity and accuracy during the transformation phase.

  6. Optimize Performance: Large data imports can affect system performance. Break down large imports into smaller batches or use scheduled imports during off-peak hours to avoid performance bottlenecks.

Error Handling and Troubleshooting

ServiceNow provides extensive logging and error-handling capabilities during the Import Set process. Some common errors you might encounter include:

  • Field Mapping Errors: Occur when a source field cannot be matched with a target field.
  • Coalescing Issues: Incorrectly configured coalescing can lead to duplication or unintentional updates.
  • Validation Errors: Data that does not meet the target table’s validation rules will cause the import to fail.

Review these logs to identify the root cause of issues and refine your Transform Map or import process.

 

Conclusion

Import Sets are a versatile and essential tool for managing data integration in ServiceNow. By understanding how to use Data Sources, Transform Maps, and coalescing fields, you can ensure that your data imports are accurate, reliable, and aligned with your business processes. Whether you're migrating data, integrating external systems, or managing regular data updates, mastering Import Sets is key to effective data management in ServiceNow.

 

Ready to learn more about Import Sets in action? Check out my free ServiceNow tutorials on YouTube for practical, step-by-step guidance on how to import data into ServiceNow with ease. Watch the video here to start mastering Import Sets today!

 

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