difference between data policy , UI policy and business Policy.

[Natan F Rosa]

Hi @pardeep_1_kumar 

1. UI Policy
Where it operates:
On the client side (client-side), i.e., directly in the user interface during form editing.

Main objective:
Control the display and behavior of fields in real time while the user interacts with the form.

Typical actions:

• Make fields mandatory or read-only.
• Hide/show fields.
• Display immediate validation messages.

Example:
If the “Ticket Type” field is set to “Software Incident,” the system hides the “OS Version” field and makes the “Affected Application” field mandatory.

---

2. Data Policy
Where it operates:
On the server (back-end), when saving or updating any record in the database (via form, API, import, etc.).

Main objective:
Ensure data quality and standardization throughout the system, regardless of how the data is inserted or updated.

Typical actions:

• Enforce that a field is mandatory or read-only before saving the record.
• Validate data consistency on a global level.

Example:
Make sure that every incident has the “Category” field filled in before it is saved, even if the creation or update does not occur through a form (it could be via integration, script, import, etc.).

---

3. Business Rule (Business Policy)
Where it operates:
Also on the server (back-end), but focused on business logic that executes on specific record events (insert, update, query, delete).

Main objective:
Automate processes, apply validations, or trigger custom functionality as soon as a record is created, updated, retrieved, or deleted in the database.

Typical actions:

• Update the value of fields (e.g., assign a specific user if the priority is high).
• Send notifications or trigger external integrations.
• Run scripts to manipulate data or perform calculations.
• Validate more complex conditions beyond simply making fields mandatory.

Example:
If an “Incident” record is created with high priority (P1), a Business Rule can automatically send a notification to the support team and assign the ticket to a specific queue.

@pardeep_1_kumar if my answer helps in any way, please share and mark it as accepted solution.
Thanks!

[Dr Atul G- LNG]

Hi @pardeep_1_kumar 

Data Policy; Data policies enable you to enforce data consistency by setting mandatory and read-only states for fields. 

Data policies can apply rules to all data entered into the system, including data brought in through import sets or web services and data entered through the mobile UI.

For example, suppose that you are configuring a web service that allows users from outside the platform to update problems on the ServiceNow instance. Since these problems are not updated through the instance UI, they are not subject to the UI policies on the problem form. To ensure that the Close notes field is completed before a problem is marked

UI Policy: UI policies dynamically change the behavior of information on a form and control custom process flows for tasks. It is used to make field mandatory/ read only / visible. It is low code/no code.

Business' Rule : Business Rules are server-side logic that execute when database records are queried, updated, inserted, or deleted. Business Rules respond to database interactions regardless of access method: for example, users interacting with records through forms or lists, web services, or data imports (configurable). Business Rules do not monitor forms or form fields but do execute their logic when forms interact with the database such as when a record is saved, updated, or submitted.

[Juhi Poddar]

Hello @pardeep_1_kumar 

Both Data Policies and UI Policies help enforce data consistency by controlling field attributes based on specific conditions.

• Data Policies execute server-side logic, ensuring data integrity across all interfaces, including forms, lists, APIs, and imports.
• UI Policies execute client-side logic, dynamically controlling form behavior in real time.

Which Policy Should You Use?

• Refer to the official documentation for a detailed comparison: Data Policy vs. UI Policy to determine the appropriate policy based on your use case.
• Additionally, UI Policies can be converted to Data Policies and vice versa, providing flexibility when adapting to different requirements. For more details, refer to: Convert Data policy to UI policy and Vice versa.

Business rules:

• Business Rules are server-side logic that execute when database records are queried, updated, inserted, or deleted.
• Business Rules respond to database interactions regardless of access method: for example, users interacting with records through forms or lists, web services, or data imports (configurable).
• Business Rules do not monitor forms or form fields but do execute their logic when forms interact with the database such as when a record is saved, updated, or submitted.
• For more details, refer to: Business Rules

Hope this helps!

"If you found my answer helpful, please like and mark it as an "accepted solution". It helps future readers to locate the solution easily and supports the community!"

Thank You
Juhi Poddar

[Juhi Poddar]

Hello @pardeep_1_kumar 

I hope you are doing well.

If my response helped, you can also mark this as an accepted solution.

Doing so will help future readers to locate the solution easily in community.

Thank You

Juhi Poddar