Trigger Smart Assessment action form

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Trigger Smart Assessment action form

    The Trigger Smart Assessment action form enables you to incorporate assessment actions into a flow or generate a script snippet to trigger assessments using the Smart Assessment Engine. This functionality helps automate and manage assessment workflows efficiently within ServiceNow.

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    Key Features

    • Assessment template: Select the smart assessment template to generate the assessment.
    • Assessors: Specify the users assigned to respond or reassign the assessment. Each assessor receives a unique assessment instance and must have the Assessment actor role.
    • Collaborative assessment: Option to enable assessments with multiple contributors, requiring the 'Collaboration features for Smart Assessment' plugin and designation of a primary assessor as the assessment owner.
    • Requester: Identify the contact person for assessor questions; this contact is included in each generated assessment.
    • Due date and Duration: Define when the assessment is due. The Due date field overrides the Duration setting, while Duration calculates the due date from the trigger time and overrides the template’s duration.
    • Duplicate handling: Configure how to manage duplicate assessments, defined as open assessments sharing the same template, scope items, group, or assessors. Options include not creating duplicates, allowing duplicates, or creating new assessments while canceling existing ones.
    • Assessment group: Assign assessments to an existing open assessment group linked to the same template or create a new group automatically if none is selected. Closed groups do not accept new assessments.
    • Scope: Define the assessment scope by listing table and record pairs corresponding to context items configured in the template. Multiple scope items can be added but only one per table, ensuring assessments target specific records.

    Practical Implications for ServiceNow Customers

    This action form streamlines the creation and management of assessments by allowing precise control over who is assessed, how duplicates are handled, and how assessments are grouped and scoped. It supports collaborative assessments and ensures due dates are managed flexibly. ServiceNow customers can use this feature to automate assessment processes, improve accuracy in assigning tasks, and maintain organized assessment groups, enhancing overall governance and compliance workflows.

    Use the Trigger smart assessment action form to add assessment actions to a flow or to obtain a code snippet for a script as part of the process for triggering Smart Assessment Engine assessments.

    Trigger Smart assessment action form

    Table 1. Trigger Smart assessment action form
    Field Description
    Assessment template Smart assessment template record to use to generate the assessment.
    Assessors

    Persons who are notified of the assessment and typically respond to the assessment or assign it to another user. One assessment instance is assigned to each assessor.

    Assessors have the Assessment actor [sn_smart_asmt.actor] role. See Roles in Smart Assessment Engine.
    Collaborative assessment Assessment which can have multiple contributors.
    Note:
    The 'Collaboration features for Smart Assessment' plugin must be installed for this to work.
    Primary assessor (Required for collaborative) Assessment owner for the collaborative assessment.
    Requester

    User that is the contact for questions from the assessor. Each generated assessment includes the contact information.
    Due date

    Due date that appears in the assessment.

    This setting overrides the Duration setting and the Duration setting in the template.
    Duration

    Time period that is used to calculate the due date of the assessment, starting from when the assessment is triggered.

    This setting overrides the Duration setting in the template.
    Duplicate handling
    Action to take when a duplicate assessment exists.
    Note:
    An assessment is considered as a duplicate if there’s another open assessment with the same template, scope items, group, or assessors.
    • Do not create duplicate assessments
    • Create duplicate assessments
    • Create new and cancel existing assessments Create an assessment to change the state of the existing assessment to Cancelled.
    Assessment group
    Assessment group that the generated assessments are associated with.
    Note:
    The assessment group that you select should be in an open state and contain the assessments that are linked to the same assessment template as the one you are using.
    If you select an assessment group, the system checks whether the group is open or closed:
    • Open: The system first validates that the existing group contains at least one assessment that is linked to the same assessment template. If so, then generated assessments are added to the existing group.
    • Closed: Assessments can’t be added to the existing group.
    Note:
    If you don't select an assessment group, all generated assessments are grouped under a newly created group.
    Scope

    List of all scope items that the generated assessments are applied to.

    Each scope item contains two keys: table and record.

    For each context item that is configured at the template level, a corresponding scope item must be set up. For example, if the context items for a template include tables such as Controls [sn_compliance_control] and Entity [sn_grc_profile], then at least two scope items should be configured in the scope: one with table: Entity [sn_grc_profile], record: [profile_record_id] and another with table: Controls [sn_compliance_control], record: [control_record_id].

    The table records to be assessed are also known as the assessment scope. You can add multiple scope items but not from the same table.