ServiceNow Best Practice: A quick guide to avoid the number one mistake in User Administration

[BillMartin]

As a ServiceNow Certified Instructor, I want to talk about the best practices for managing users in ServiceNow.

I see a common mistake when a user is created, ServiceNow administrators tend to add roles directly to a user.

It is not only a bad habit but also a practice that leads to disastrous outcomes.

And Here's Why: 

1. As your user grows, can have full control of what access your user has or has not.

- the movement of an employee from a hire to retire can be quite troublesome, imagine managing 100 of users and you will need to control them one by one. While with user groups, you will just need to add a member and whalahh, instantly you can remove and add access.

2. Employees, will be needing access to multiple system of records and data.

- there is no such thing as a static company, as the responsibility grows then he can be wearing multiple hats. The way you manage it is to add roles to a group and an employee can be a member of multiple categories or modules.

Here is How: 

I have created these video demonstration that composes of three best practices to give you an insight on how to correctly administer users in ServiceNow.

How to create users in ServiceNow

How to create groups and add users in ServiceNow

How to add roles in to groups in ServiceNow

[bammar]

Thank you I know from experience that is great advice, another thing I found was sometimes the Groups are for Incident Assignment and Sometimes the Groups are for access to other areas- attention has to be paid when using Assignment group reference field to utilize reference qualifier as not every group in database needs to be shown on every table. This is sort of tangental to your great point. 

[BillMartin · Accepted solution]

This is also a great use case. Sharing documentation about reference qualifiers for the reference of the readers.

https://docs.servicenow.com/bundle/washingtondc-platform-administration/page/script/server-scripting...