Create Catalog Task action
Summarize
Summary of Create Catalog Task action
The Create Catalog Task action enables ServiceNow customers to create a record in the Catalog Task [sctask] table linked to a requested item in the Requested Items [screqitem] table. This action is available as a core feature in Workflow Studio, allowing users with flowdesigner or admin roles to add it to flows and configure its parameters. It facilitates task creation as part of processing catalog item requests, enhancing automation and task management within ServiceNow workflows.
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Key Features
- Inputs: Define essential inputs such as the target table (e.g., Catalog Task or Incident Task), the requested item record, short description, and specific field values for the catalog task.
- Dynamic Configuration: Supports drag-and-drop of data pills for dynamic input values and allows flow designers to set field values dynamically, especially within subflows.
- Wait Option: Includes a True/False input to pause the flow until the created task is completed, enabling synchronous processing based on task status.
- Template Catalog Item and Catalog Variables: Supports specifying a Catalog Item to populate catalog variables shown on the task, providing additional context to task fulfillers. However, the Template Catalog Item input does not accept dynamic data pills.
- Outputs: Returns a reference to the created Catalog Task record, making it available for subsequent use within the flow.
Practical Application
ServiceNow customers can use this action in flows that manage catalog item requests requiring approvals or other processing steps. For example, a flow might first obtain manager and department head approvals, then create a catalog task only for approved requests. The flow can set task details like short description, assignment group, and description through field inputs. Selecting the wait input causes the flow to pause until the catalog task is completed, ensuring dependent steps run only after task fulfillment.
This action streamlines task creation linked to service catalog requests, supports dynamic data handling in flows, and provides control over flow execution timing based on task status, improving automation and operational efficiency in service management.
Creates a record in the Catalog Task [sc_task] table associated to a requested item in the Requested Items [sc_req_item] table. Adds the catalog task record as data to be used in the flow.
Roles and availability
Available as a Workflow Studio ServiceNow core action. Users with the flow_designer or admin role can add an action to a flow and define configuration details.
Inputs
Provide a value for each input that your flow needs. To add dynamic values, you can also drag and drop pills from the Data panel or select them from the pill picker.
- Table
- Data type: Table Name
Extension of the Task table in which to create a record. For example, Catalog Task [sc_task] or Incident Task [incident_task].
- Requested Item [Requested Item]
- Data type: Record
The requested item record from the Requested Item [sc_req_item] table that this catalog task fulfills.
- Short Description
- Data type: String
The short description for the catalog task.
- Fields
- Data type: Template Value
The field values that you want to set in the catalog task. If adding the action to a subflow, you can allow flow designers to dynamically set field values. See Create a template value input.
- Wait
- Data type: True/False
Flag indicating whether to pause the flow until the Task record is no longer active. You can add a wait condition by dragging-and-dropping a True/False data pill into this input. The flow only waits for the Task record to complete when the condition field is true.
- Template Catalog Item [Catalog Item]
- Data type: Record
The Catalog Item [sc_cat_item] record you want to use to populate the catalog variables slush bucket. This input does not support any data pill values.
- Catalog Variables
- Data type: Slush Bucket
The list of catalog variables that you want to show on the catalog task. These variables provide more information to the catalog task fulfiller.
Outputs
These outputs appear in the Data panel. You can use them as inputs elsewhere in your flow.
- Catalog Task
- Data type: Record
Reference to Catalog Task record created.
Use a flow to process a catalog item request
In this example, the Service Catalog Item request flow first requests manager and department head approval. Only approved requests ever run the Create Catalog Task action. The Requested Item input uses the requested item that triggered the flow to run. The Fields input sets the value of the task short description, assign group, and description. Since the wait input is selected, the flow will pause while the catalog task is being fulfilled. Also since there is no template catalog item selected, there are no catalog variables available to this task.
In this example, the flow execution details show the requested item record number and the catalog task record number. The action state is listed as waiting since the Wait input was selected. The flow waits until the catalog task is closed before continuing.