Sharing task plan templates

  • Release version: Australia
  • Updated July 20, 2026
  • 2 minutes to read
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    Summary of Sharing Task Plan Templates

    Sharing task plan templates in ServiceNow ensures that only authorized users can create, edit, and manage these templates by applying secure access controls and defining clear roles and responsibilities. This capability enables organizations to efficiently manage template ownership, sharing, and access while maintaining operational integrity and avoiding misuse.

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    The feature supports a seamless user experience for interacting with templates by providing role-based access controls and ownership rules, allowing organizations to control who can view, modify, or share task plan templates.

    Key Features

    • Role-Based Access Control: Access is controlled at multiple levels including users, groups, service organizations, and organization criteria with read/write permissions.
    • Ownership and Sharing Rules: Template owners manage sharing permissions, can publish, clone, deactivate templates, and assign access to appropriate members.
    • Global Template Settings: Admins can mark templates as global or non-global and activate or deactivate them to control availability.
    • Notifications: Users receive notifications when access is granted to templates.
    • API and ACL Configurations: Support automated access provisioning through API and Access Control Lists.
    • Member Type Field: Enables precise access control when sharing with service organizations or based on organization criteria by specifying roles such as Location Agent or Listed Member.
    • Query Rules Integration: Query rules can be used in conjunction with the Customer Service Management (CSM) plugin to grant table access within task plan templates, with additional non-query rules available for standalone CSM plugin usage.

    Roles and Responsibilities

    • Task Plan Admin Role (sntaskplan.admin): Oversees template management, including setting global status, activation, assigning access, updating owners, and applying global sharing rules and validations.
    • Task Plan Template Owners: Responsible for sharing templates, managing access permissions, publishing, cloning, deactivating templates, and changing ownership or global status.

    Practical Application for ServiceNow Customers

    By implementing task plan template sharing controls, ServiceNow customers can ensure secure and efficient collaboration across users, groups, and service organizations. This enables structured access management appropriate to organizational roles and responsibilities, reduces risk of unauthorized changes, and streamlines task plan template lifecycle management.

    Administrators and owners can confidently manage template distribution and permissions, helping maintain governance and compliance standards while enhancing productivity through automated notifications and API-driven provisioning.

    Sharing task plan templates ensures that only authorized users can create, edit, and manage templates. It involves setting access controls, defining roles and responsibilities.

    Sharing task plan template overview

    Effective sharing of task plan templates helps organizations manage ownership, sharing, and access securely and efficiently. It defines the responsibilities of admin and owner, and supports a seamless experience for users interacting with templates.

    The sharing task plan template capability provides secure, efficient template management, and role-based controls for all member types involved.

    Sharing task plan template features include;
    • Role-based access control
    • Ownership and sharing rules
    • Global template settings
    • Notifications when access is granted
    • API and ACL configurations for automated access provisioning
    Templates can be marked as global or non-global, activated, or deactivated, and shared with users, groups, or service organizations.
    Note:
    Query rules can be used with the CSM plugin to grant access to tables within Task Plan templates. Alternatively, non-query rules are available for scenarios where the CSM plugin is used independently.

    Template sharing and access management

    Sharing task plan templates is designed to ensure that only authorized users can access, edit, or share templates, maintaining operational integrity and avoid misuse. Access is managed at multiple levels—user, group, service organization, and organization criteria—with each entity able to receive read, write permissions. Member Type is a key field when sharing templates with service organizations or based on organization criteria.

    Task plan admin role: (sn_task_plan.admin)

    The task plan admin role is responsible for overseeing and managing templates within the system. Admins can set templates as global or non-global, activate, or deactivate templates. Admins can assign access to users, groups, service organizations, or based on organization criteria. Admins have the authority to update template owners and they can apply global sharing rules and validations.

    Table 1. Task Plan Template Access
    Field Names Descriptions
    Owner field Task plan template owners are responsible for sharing templates with users, groups, or service organizations, granting read, write access. They can view and manage access permissions and publish, clone, or deactivate shared templates. Owners can change the owner of a template and to switch a template’s status between global and non-global.
    User, Groups, Service Org, Service Org Criteria, and Member type fields

    Users, groups, service org, and service orgs filtered by organization criteria are able to view and write to shared templates. They can filter and search for templates and receive notifications whenever access is granted. Member Type is a key field enabled only when sharing templates with service organizations or based on organization criteria. Member type enables owners and admins to specify the exact role or type of members like Location Agent, Listed Member. These member type should have access to a template.