Configure IT Compliance Manager data filter
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Summary of Configure IT Compliance Manager data filter
This guide explains how to configure data filtering for the IT Compliance Manager role within the Compliance Workspace in ServiceNow. It outlines the necessary steps to segregate, associate, and display IT-related compliance and audit data effectively on the IT Compliance Home page, ensuring that IT compliance managers see only relevant IT risk and compliance information.
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GRC Data Segregation
Compliance Workspace forms now include a Functional domain field under the Settings tab to categorize data by functional domain, such as IT risk and compliance. Users must tag related records—covering a wide range of forms like Entity, Control, Policy, Audit task, Evidence, and more—with the "IT risk and compliance" functional domain to classify them as IT-related data.
Auto-Association of Segregated Data
When a parent audit or compliance object is tagged as IT-related, all its associated child objects are automatically identified as IT-related as well. This relationship is maintained through the Functional domain configuration table, which stores parent-child mappings and their functional domain associations.
System administrators can manage these auto-association rules via GRC Administration > Functional domains > Domain inheritance. For base forms like Policy and Entity, users must manually add the functional domain tag to enable auto-tagging of related child records.
Manual changes to the functional domain tags on child records are respected and tracked in the GRC functional domain user action table, ensuring that user overrides are not overwritten by the auto-association process.
A scheduled daily job named GRCObjectsFunctionalDomainChanges processes these manual actions and updates child records accordingly to maintain accurate IT domain associations.
Displaying IT-Related Data to IT Compliance Managers
The Compliance Workspace includes a List view filter that restricts the displayed data to only those records tagged with the IT risk and compliance functional domain. This filter leverages the functional domain field across all audit and compliance forms to ensure IT Compliance Managers see only relevant IT data.
Note that users with both corporate compliance manager and IT compliance manager roles may see duplicate list modules with the same name due to role overlap.
There are three distinct steps that must be followed to segregate, associate, and display the IT-related data for the IT compliance manager to view in the IT Compliance Home page.
GRC data segregation
In all the Compliance Workspace related forms, the Functional domain field is added in the Settings tab to segregate a particular data and classify it as IT related data. The user must add IT risk and compliance as the functional domain.
The Functional domain field is available in all GRC compliance and audit workspace related forms such as Entity, Control, Control Objective, Policy, Authority document, Citation, Entity type, Entity class, Issue, Indicator, Indicator template, Acknowledgement campaign, Policy exception, Engagement, Test template, Test plan, Issue triage, Observation, Plan, Audit task, Milestone, Evidence request, and Evidence.
Auto-association of the segregated data
If an audit or compliance object is identified as IT related, then all the related items associated to this object are also identified as IT related. The Functional domain configuration [sn_grc_functional_domain_configuration] table stores the data registry relationship between the parent object and its related child objects within the IT risk and compliance functional domain.
For example, if an entity is classified as IT related entity, then all the controls associated to this entity are auto-associated as IT-related controls. The related child object has all the configurations defined such as the parent table, the child table, and the relationship between the two.
As a system admin, you can define this configuration by navigating to . User must manually add the tag, functional domain, in the base forms such as Policy, Authority document, Entity type, Entity class, Entity, Plan, Engagement for auto-tagging the child records. When a parent table is tagged with a particular functional domain, and if the user removes the tag from one of its child records, then the removed tag is not added during auto-association. Similarly, if the user manually adds a tag, then the added tag is not removed during auto-association. The GRC functional domain user action [sn_grc_functional_domain_user_action] table captures and stores all manual actions of the user in the Functional domain field of the record that belong to a particular table in the respective functional domain.
For more information on setting up auto-tagging, see the IT Compliance Workspace – Setup and Configurations for auto-tagging [KB1124058] article in the Now Support Knowledge Base.
A scheduled daily job (GRCObjectsFunctionalDomainChanges) runs and gathers the user's manual actions recorded in the table to read these relationships, auto-associate the child object to IT risk and compliance functional domain, and auto-populate the record in the related item of the parent table.
For more information on the tables used for IT compliance workspace, see Components installed with Policy and Compliance Management.
Display segregated data to IT compliance manager in IT Compliance Home page
The IT compliance manager is the user who can access the IT risk and compliance data in the Compliance Workspace. In the List view of the Compliance Workspace, there is a filter that restricts the display of all audit and compliance data but refines to display only the IT risk and compliance data. The filter uses the Functional domain field in the all the audit and compliance related base forms to filter and display the IT related data in the Compliance Workspace List modules.