ServiceNow Best Practices: Four Simple Steps: How to Verify Server Data Using ServiceNow Data Policy

BillMartin · ‎08-03-2024

In this article, I would like to share the importance of ServiceNow Data Policies. It is a feature and a Best Practice commonly neglected by implementors and Developers alike.

In ServiceNow, Data Policies are a way to enforce rules and ensure data consistency across the platform. They are similar to Business Rules but specifically focus on controlling data input and changes. Here’s a breakdown of how they work and their key aspects:

So...... What are Data Policies?

Data Policies are used to enforce data integrity and standardization on forms and records. They ensure that data entered into the system meets specific criteria and remains consistent across different parts of the ServiceNow platform.

Let us Drill Down to the Key Features of Data Policies:

Data Policy Rules:
- Mandatory Fields: Specify fields that must be completed before a record can be saved.
- Read-Only Fields: Define fields that should be read-only based on certain conditions.
- Visibility: Control whether fields are visible or hidden based on the conditions.
Enforcement:
- Data Policies can be enforced on form submissions (client-side) or when data is inserted/updated (server-side).
- Client-side enforcement occurs in the browser, affecting how forms are displayed and interacted with by the user.
- Server-side enforcement applies when records are created or updated via APIs, imports, or other server-side operations.
Conditions:
- Data Policies can include conditions that determine when and how the policy should apply. For example, you might have a Data Policy that requires a field to be mandatory only if another field has a specific value.
Client vs. Server Enforcement:
- Client-side Policies: Used to enforce rules when users are interacting with forms. They provide immediate feedback and ensure data entry meets the required standards.
- Server-side Policies: Used to enforce rules when records are inserted or updated programmatically, ensuring that data remains consistent even when it comes from external sources.

How to Create a Data Policy:

Navigate to Data Policies:
- Go to System Policy > Data Policy in the ServiceNow application navigator.
Create New Policy:
- Click on "New" to create a new Data Policy.
Define Conditions and Actions:
- Condition: Set conditions that must be met for the policy to apply.
- Actions: Specify what should happen if the condition is met (e.g., make fields mandatory, set fields as read-only).
Specify Enforcement:
- Choose whether the policy should be enforced on the client side, server side, or both.
Save and Test:
- Save the Data Policy and test it to ensure it behaves as expected.

Best Practices:

Keep It Simple: Try to keep Data Policies simple and focused on critical data integrity rules to avoid complex and hard-to-maintain configurations.
Test Extensively: Always test Data Policies in a development or test environment before deploying them to production to ensure they don’t inadvertently disrupt workflows.
Documentation: Document the purpose and logic of each Data Policy to make it easier for others to understand and manage.

Data Policies are a powerful way to maintain data quality and consistency in ServiceNow, ensuring that your data meets your organization's standards and requirements.

Here is How: ServiceNow Best Practices: How to Verify Server Data Using ServiceNow Data Policy

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