Send a customized email from servicenow instance

yasserbouat
Tera Guru

Hello dears,

Please, does soemone know if it is possible to do the following : 

I am the system admin of the instance, and I want to send a customized email - from the instance - to all other users.

4 REPLIES 4

swapnali ombale
Kilo Sage

Hi @yasserbouat 

Yes, as a ServiceNow system admin, you can send a customized email to all users by leveraging the "Send Email" functionality within the platform, or by creating a notification that sends to all users. 
 
Here's how you can do it:
 
Option 1: Using "Send Email" (Quick & Simple)
  • Navigate to the Email Client: Go to "All" > "Email" > "Email Client".
  • Compose the Email: Fill in the "To" field with a wildcard or a list of all users, the subject, and the body of the email.
  • Send the Email: Click "Send". 
     
Option 2: Creating a Notification (More Flexible)
  • Create a New Notification: Navigate to "System Notification" > "Email" > "Notifications" and click "New". 
     
  • Configure the Notification:
    • Name: Give the notification a descriptive name. 
       
    • Event: Select the event that triggers the notification (e.g., "Custom Event" if you want to trigger it manually). 
       
    • Recipients: In the "Recipients" section, you can use a query to include all users, or you can select a specific group or role. 
       
    • Email Template: Choose an email template or create a custom one for the notification's content. 
       
    • Sender: Configure the sender address. 
       
    • Other Settings: Set other options like priority, subject, and attachments. 
       
  • Test and Activate: Test the notification to ensure it sends correctly and then activate it. 
     
Option 3: Using a Business Rule (Advanced)
  • Create a Business Rule: Navigate to "System Policy" > "Business Rules" and create a new rule.
  • Write Script: Use a script to send an email to all users, based on a specific event or condition. 
     
Key Considerations:
  • Email Sending: Ensure that email sending is enabled in your ServiceNow instance. 
     
  • Email Accounts: Review your email accounts to ensure they are configured correctly. 
     
  • Testing: Always test your email notifications before sending them to all users. 
     
  • User Experience: Be mindful of the email content and frequency to avoid overwhelming users. 

If my response helped please mark it correct and close the thread so that it benefits future readers.

 

Thanks @swapnali ombale for your reply, but i tried the first option and didn't find the "to" in "All" > "Email" > "Email Client" : there is only email configuration : 

yasserbouat_0-1744293337871.png

and in the option 2 : using notifications in servicenow , where is the custom event please ? 

yasserbouat_1-1744293696821.png

 




Hi @yasserbouat  

 

Follow below steps to configure email client option 

To configure the email client in ServiceNow, navigate to System Policy > Email > Client Templates, enable the email client for a specific table by adding "email_client=true" to the table's dictionary collection record, and create or edit email client templates for different scenarios. 
 
Here's a more detailed breakdown:
 
1. Enabling the Email Client for a Table:
  • Locate the Table:
    Open the list view of the table for which you want to enable the email client. 
     
  • Access Dictionary:
    Click on any column (if there are multiple) and go to "Configure" > "Configure Dictionary". 
     
  • Find Collection Record:
    Locate the record with the collection type (usually with an empty column name). 
     
  • Enable Email Client:
    • Go to "Advanced" view. 
       
    • Add "email_client=true" to the "Attributes" field. 
       
    • Click "Update". 
       
2. Configuring Email Client Templates:
  • Access Client Templates: Go to System Policy > Email > Client Templates. 
     
  • Create or Edit Templates:
    • Create a new template or open an existing one. 
       
    • Template Details:
      • Name: Give the template a descriptive name. 
         
      • Table: Specify the table for which the template is applicable. 
         
      • Conditions: Add conditions (e.g., category, subcategory) to determine when the template should be used. 
         
      • Subject: Enter the email subject. 
         
      • Body: Write the email body content. 
         
      • Attachments: Add any required attachments. 
         
    • Save the Template . 
       
3. Using the Email Client:
  • Open a Record: Open a record from the table where the email client is enabled. 
     
  • Access Email Client: Click the menu icon (three dots) and select "Compose Email". 
     
  • Compose Email:
    • To, Cc, Bcc: Add recipients. 
       
    • From: The email client will use the configured "From" address from the template or user settings. 
       
    • Subject: The email client will automatically populate the subject from the template. 
       
    • Body: The email client will automatically populate the body from the template. 
       
    • Attachments: Add any attachments. 
       
    • Send: Click "Send" to send the email. 

If my response helped please mark it correct and close the thread so that it benefits future readers.

 

AmM01
Tera Contributor

Yes, there is a function called Targeted communications. I learned about it while studying CIS-CSM certificate. 

Targeted communications

I think it's only available on CSM module.