Sharing task plan templates

  • Release version: Australia
  • Updated June 11, 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 templates through controlled access. This capability enables organizations to securely manage template ownership, sharing, and access while defining clear roles and responsibilities for admins and owners. It supports a seamless user experience when interacting with templates and maintains operational integrity by preventing unauthorized use.

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    Key Features

    • Role-based access control: Access to templates is managed by user roles including admins, owners, and other member types to ensure security and proper permissions.
    • Ownership and sharing rules: Owners control template sharing with users, groups, service organizations, and organization criteria, including specifying read and write permissions.
    • Global template settings: Templates can be marked as global or non-global, and activated or deactivated by admins.
    • Notifications: Users receive notifications when access to templates is granted.
    • API and ACL configurations: Support automated access provisioning and enforce security through access control lists.
    • Member Type filtering: When sharing with service organizations or by organization criteria, Member Type allows precise specification of roles (e.g., Location Agent, Listed Member) who should have access.
    • Integration with CSM plugin: Query and non-query rules enable access management to tables within task plan templates depending on the use of the CSM plugin.

    Access Roles and Responsibilities

    • Task Plan Admin (sntaskplan.admin): Responsible for managing templates, including setting global status, activating/deactivating templates, assigning access, updating owners, and applying sharing rules and validations.
    • Task Plan Template Owner: Manages sharing permissions, publishes, clones, or deactivates templates, views access controls, changes ownership, and controls global status of templates.
    • Users, Groups, Service Organizations: Receive and can utilize shared templates with appropriate permissions; can search, filter, and are notified upon access being granted.

    Practical Benefits for ServiceNow Customers

    This functionality enables ServiceNow customers to securely manage task plan templates by enforcing role-based access and ownership controls. It provides clear governance over who can create, modify, and share templates, ensuring operational integrity and compliance. The ability to set templates as global or non-global and automate access provisioning via APIs or ACLs supports scalable and efficient template management across the organization.

    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.