--- sourceDocument: Australia Governance, Risk, and Compliance sourceDocumentLink: https://www.servicenow.com/docs/r/australia/governance-risk-compliance Release : - australia ft:locale : - en-US ft:publication_title : - Australia Governance, Risk, and Compliance ft:clusterId : - grc bundleId : - grc workflow : - Technology --- # BIA owner fields and role requirements # BIA owner field reference and validation rules {#ariaid-title1} Release version: Australia Updated November 5, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of BIA Owner Field Reference and Validation Rules This document outlines the definitions, validation rules, filtering logic, and technical details for managing group and individual ownership in Business Impact Analysis (BIA) records within ServiceNow. It explains how the BIA Owner group and BIA Owner individual fields function together to assign responsibility for BIA records, ensuring proper accountability and workflow consistency. Show full answer Show less ## Key Features * **BIA Owner Group Field**: References the group responsible for the BIA record. It is optional but must be populated if the individual owner is not. Only groups with the BIA Planner or BIA Manager roles appear as valid options, enforcing role-based filtering. * **BIA Owner Individual Field**: References a specific user accountable for the BIA record. It defaults to the current user upon record creation and dynamically filters users to those in the selected group if a group is chosen. If no group is selected, all users are available, preserving legacy behavior. * **Mandatory Validation Rule**: Enforces that at least one of the two fields --- group or individual --- must be populated before saving a record. If both are empty, the system highlights both fields with a mandatory error. * **Reference Qualifiers** : * Group field qualifier limits groups to those with required roles. * Individual field qualifier filters users based on selected group membership or shows all users if no group selected. * **Client-Side Scripts and Policies** : * Scripts dynamically update user filtering based on group selection and display informational messages if an individual owner is outside the selected group. * UI policies enforce mandatory field completion and provide user guidance banners to assist with correct form submission. * **Backward Compatibility**: Existing records with only an individual owner remain functional without requiring changes. The system maintains legacy behavior by allowing unfiltered user selection when no group is selected. ## Key Outcomes * Ensures clear assignment of responsibility for BIA records through either group or individual ownership, improving accountability. * Prevents incomplete BIA records by enforcing at least one ownership field is populated, reducing errors in workflows. * Enhances user experience with dynamic filtering and informational messages, guiding users to valid selections while maintaining flexibility. * Supports existing workflows and automation by preserving legacy behaviors, minimizing disruption to current processes. Detailed field definitions, validation rules, filtering logic, and technical specifications for group ownership in Business Impact Analysis (BIA) records. ## BIA field mapping and definitions {#bia-smart-assessment-owner-sync__field_mapping} Business Impact Analysis (BIA) records include a group field that identifies the team responsible for the record. The records also include an individual field that identifies a specific person accountable for the record. {#bia-smart-assessment-owner-sync__field_mapping__entry__2} | Property | Value | |-|-| | Record type | Business Impact Analysis (BIA) | | Table name | sn_bia_impact_analysis | | Group field name | BIA Owner group | | Individual field name | BIA Owner | [ ] ## BIA owner group field details {#bia-smart-assessment-owner-sync__group_field_details} The BIA Owner group field identifies the team responsible for the BIA record. {#bia-smart-assessment-owner-sync__group_field_details__entry__2} | Property | Description | |-|-| | Field type | Reference (group table) | | Mandatory | No (but at least one of group or individual field must be populated) | | Default value | Empty (not auto-populated on record creation) | | Visibility | Visible in both UI16 and Business Continuity Workspace (UI Builder) | | Filtering | Limited to groups holding BIA Planner or BIA Manager role (role-based filtering) | [Table 1. BIA owner group field properties] ## BIA owner field details {#bia-smart-assessment-owner-sync__individual_field_details} The BIA Owner field identifies a specific person accountable for the BIA record. {#bia-smart-assessment-owner-sync__individual_field_details__entry__2} | Property | Description | |-|-| | Field type | Reference (user table) | | Mandatory | No (but at least one of group or individual field must be populated) | | Default value | Current user (pre-populated on record creation) | | Visibility | Visible in both UI16 and Business Continuity Workspace (UI Builder) | | Filtering Behavior | When group is selected: Filters to members of the selected group. When group is not selected: Shows all users (no filtering); matches legacy behavior. When individual is selected before group: Allows selection of any user; if a group is later selected and the individual is not a member, the system allows the selection and displays an informational message. | [Table 2. BIA owner field properties] ## Mandatory validation rules {#bia-smart-assessment-owner-sync__mandatory_validation} Group ownership implements a special mandatory validation rule: at least one of the two fields (BIA Owner group or BIA Owner) must be populated. {#bia-smart-assessment-owner-sync__mandatory_validation__entry__2} | Validation State | Behavior | |-|-| | BIA Owner group populated, BIA Owner empty | Valid --- record can be saved | | BIA Owner populated, BIA Owner group empty | Valid --- record can be saved (legacy behavior) | | Both fields populated | Valid --- record can be saved | | Both fields empty | Invalid --- both fields highlighted in red with asterisk; mandatory error displayed; user must populate at least one field | [Table 3. Validation states] ## Reference qualifiers {#bia-smart-assessment-owner-sync__reference_qualifiers} {#bia-smart-assessment-owner-sync__reference_qualifiers__entry__2} | Qualifier | Description | |-|-| | BIA Owner group field qualifier (filterBIAOwnerGroup) | The BIA Owner group field reference qualifier filters candidate groups based on role eligibility. Only groups holding the BIA Planner (sn_bia.bia_planner) or BIA Manager (sn_bia.bia_manager) role are displayed. Any group without the required role is not shown in the selectable list. | | BIA Owner field qualifier (filterBIAOwner) | The BIA Owner field reference qualifier adjusts dynamically based on whether a group is selected. * When a group is selected, reference qualifier filters the user list to members of the selected group only. This ensures the selected owner is part of the assigned team. * When no group is selected, reference qualifier displays all users without filtering. This matches the original behavior and maintains backward compatibility. * If a user is selected and then a group is chosen that does not include that user, the system allows the selection and displays an informational message: "Allow selection outside the group." | [Table 4. Reference qualifier details] ## Implementation details {#bia-smart-assessment-owner-sync__client_side_implementation} {#bia-smart-assessment-owner-sync__client_side_implementation__entry__2} | Component | Description | |-|-| | onChange script for BIA Owner group field | When the group field value changes, this script re-filters the BIA Owner field reference qualifier to show only members of the newly selected group. If an individual was previously selected and is not a member of the new group, the system checks and displays an informational message. | | onChange script for BIA Owner field | When the individual field value changes, this script checks group membership via a GlideAjax helper. If the selected individual is not a member of the currently selected group, an informational message is displayed: "Allow selection outside the group." The selection is not blocked. | | onLoad script: Default Value Logic | When a new BIA record is created, the onLoad script pre-populates the BIA Owner field with the current user. The BIA Owner group field is left empty. This default behavior ensures backward compatibility and allows existing workflows to function unchanged. | | UI Policy #1: Ensure at least one field is populated | On form submission, if both the BIA Owner group and BIA Owner fields are empty, both fields are marked as mandatory (red outline, asterisk). A validation error is displayed. | | UI Policy #2: Display guidance banner | An informational banner is displayed whenever the group or individual field pair is present: Select either a group or an individual to save the record and proceed with the workflow. This guides users to complete the required fields successfully. | [Table 5. Client-side scripts and policies] ## Backward compatibility and legacy behavior {#bia-smart-assessment-owner-sync__backward_compatibility} {#bia-smart-assessment-owner-sync__backward_compatibility__entry__2} | Scenario | Behavior | |-|-| | Existing BIA records with individual owner only | Continue to function unchanged. The BIA Owner group field is optional; no changes are required for records with only an individual owner. | | Unfiltered user selection when no group is selected | When the BIA Owner group field is empty, the BIA Owner field shows all users without filtering. This ensures workflows and automation that reference the individual owner field continue to function. | [Table 6. Backward compatibility features]