Trigger Condition form for assessments

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read
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    Summary of Trigger Condition Form for Assessments

    The Trigger Condition form for assessments in ServiceNow is designed to establish parameters for generating assessment instances based on specific conditions. This functionality is essential for automating the assessment process, allowing organizations to gather feedback effectively at the right moments.

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    Key Features

    • Assessment: Specifies the metric type for generating assessments, which must be set to the On-demand schedule type for triggered assessments to function.
    • Table: Selects the table on which to run the trigger condition, ensuring a connection to assessable records related to the chosen assessment.
    • User Field: Identifies the field containing users who will receive the assessment, referencing the User table.
    • Repeat Interval: Sets a minimum time frame (e.g., 30 days) before the same user can receive the assessment again.
    • Active: A checkbox to activate or deactivate the trigger condition.
    • Business Rule: An automatically created rule that monitors the specified table and sends assessments when conditions are met, without needing further configuration.
    • Trigger Randomly: A checkbox to determine if assessments are sent every time conditions are met or based on a specified probability.
    • Assessable Record Field: Defines which record will be assessed, with options based on the selected table.
    • Related Fields: Allows up to four fields for storing additional related values for reporting purposes.
    • Condition: A required builder that establishes the criteria for sending assessments, such as sending one when an incident is closed.

    Key Outcomes

    Implementing the Trigger Condition form allows ServiceNow customers to automate the assessment process efficiently. By accurately defining conditions and parameters, organizations can ensure timely feedback collection, enhance service delivery, and streamline assessment management across various scenarios. This setup ultimately improves user engagement and data quality, leading to better decision-making.

    Description of the field values for the Trigger Condition form for assessments.

    Table 1. Trigger Condition form
    Field Description
    Assessment [Required] Metric type to generate assessment instances for. Triggered assessments only work if the metric type is set to the On demand schedule type.
    Table [Required] Table to run the trigger condition on. You can select only tables in the current application scope.

    The table must have a connection to the assessable records for the selected Assessment. For example, you might want to send a vendor assessment when incidents close that are related to vendors you assess. In this case, select the Incident [incident] table. After you select a table, ensure there is at least one option for the Assessable Record Field. If there is not, select a different table.
    User field [Required] Field that stores the users you want to send the assessment. You can select any field, on the selected Table or on a related table, that references the User [sys_user] table. Use the tree picker to select a field.Tree picker
    Repeat Interval Minimum period that must pass before the trigger condition can resend the assessment to the same user. For example, assume the repeat interval is set to 30 days. Even if the same user is eligible for multiple assessments from this trigger condition, the system can only send the user one assessment every 30 days.
    Active Check box that determines whether this trigger condition is active (selected).
    Business rule [Admin only] Business rule the system creates to monitor the selected table. When the condition is met, the business rule sends the assessment to the correct user. No configuration is necessary for this business rule.
    Trigger randomly Check box that determines whether to send the assessment to the appropriate user every time the condition is met (cleared) or only a percentage of the time (selected), as specified in the Probability (%) field.
    Probability (%) Probability out of 100 that the assessment will be sent each time the condition is met. For example, if the probability is set to 50, the system sends the assessment approximately 50% of the time the conditions are met, assuming there are no repeat interval restrictions. This field is visible and required only when the Trigger randomly check box is selected.
    Assessable Record Field

    [Required] Field on the selected Table that determines which assessable record will be the subject of the assessment. Only appropriate reference fields on the selected Table are available to select. If there are no Assessable Record Field options available, you must select a different Table.

    If the selected Assessment evaluates records on the Company [core_company] table and the selected Table is Incident, the only Assessable Record Field options are fields on the Incident table that reference the Company table. For example, Company or, if vendor ticketing is enabled, Vendor. If you select Vendor, the trigger condition sends an assessment about the Vendor for the incident, assuming there is an assessable record for the associated company. The assessment contains questions from all metric categories associated with the assessable record.
    Note:
    This field is not available if the selected Assessment is a metric type used for surveys. See Survey trigger conditions.
    Related Field 1 – Related Field 4

    Field that contains a value you want to store for reporting purposes. You can pick any reference field on the selected Table. When the trigger condition generates an assessment instance, the system stores the value from the triggering record. Select up to four fields.

    For example, if you select the Incident table, you might select Caller and Vendor as related fields. That stores the caller and vendor associated with the incident as Related record 1 and Related record 2 in the assessment instance record. To view these fields, configure the Assessment Instance form.
    Description Summary information to identify the trigger condition.
    Condition [Required] Condition builder that defines the criteria that must be true to send the assessment. For example, if you want to send an assessment whenever an incident closes, create the condition [State] [is] [Closed].