Operational data
Summarize
Summary of Operational data
This module enables ServiceNow customers to configure foundational organizational elements such as departments, locations, users, groups, and roles. Proper setup of these operational data components is essential to establish structured access control and organizational management within your ServiceNow environment.
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Departments
Manage department details including name, ID, head, primary contact, and an optional description. You can add or modify individual departments or perform bulk uploads via Excel templates to efficiently import multiple records. The interface provides options to save and continue adding departments or return to the department list.
Locations
Store and manage addresses and contact details for your organization’s locations. Key data fields include name, contact info, street, phone, fax, city, state/province, parent location (for hierarchical structuring), postal code, latitude, longitude, and country. Both individual entry and bulk upload via Excel are supported, with mandatory fields clearly indicated.
Users
Maintain user records with job titles and assign them to groups for streamlined access control. You can add or modify users individually or import multiple users through bulk Excel uploads. Role assignments can be managed by selecting users and using the Assign roles modal, facilitating efficient permission management.
Groups
Organize users into groups and assign roles to these groups to manage access permissions effectively. Groups can be added or modified individually or imported in bulk via Excel templates. This organization supports scalable and manageable user permission structures.
Roles Assignment
View the list of existing roles that define access permissions for users and groups. Note that roles cannot be modified or created within this interface, ensuring role integrity. Assigning roles leverages smart defaults to simplify permission management.
Key Outcomes
- Establish a structured organizational hierarchy with departments and locations.
- Efficiently manage user and group data to support access control and collaboration.
- Utilize bulk upload functionality to accelerate data entry and reduce manual effort.
- Ensure consistent role-based access control through predefined roles and streamlined assignment processes.
Configure departments, locations, users, groups, and roles to establish the foundation for your ServiceNow implementation.
Departments
Manage and organize department details. On selecting Departments under Operational data, a list of existing departments shows up. You can modify an existing department by selecting it from the list. Select Add a department to individually add a new department.
| Field | Description |
|---|---|
| Name | Name of the department |
| Department head | Name of the department head |
| ID | ID of the department |
| Primary contact | Primary contact of the department |
| Description | Optional description of the department |
Select Save to save the recent department settings and redirect you to the list of existing departments. Select Save & add more to save the current department settings and reloads the Add a department form.
Locations
Store your address and contact details for all locations. On selecting Locations under Operational data, a list of existing locations shows up. You can modify an existing location by selecting it from the list. Select Add a location to individually add a new location.
| Field | Description |
|---|---|
| Name | Name of the location |
| Contact | Contact information of the location |
| Street | Street name or number of the location |
| Phone | Contact number of the location |
| Fax phone | Fax contact number of the location |
| City | Name of the city of the location |
| State/Province | Name of the state or province of the location |
| Parent | Define parent location to manage multi-level location definition. |
| Zip/Postal Code | Zip or postal code of the location |
| Latitude | Exact latitude geo location |
| Longitude | Exact longitude geo location |
| Country | Name of the country of the location |
Select Save to save the recent location details and redirect you to the list of existing locations. Select Save & add more to save the current location details and reloads the Add a location form.
Users
Add and manage users with job titles, then assign groups for simplified access control. On selecting Users under Operational data, a list of existing users shows up. You can modify an existing user by selecting it from the list. Select Add a user to individually add a new user.
If you select the checkmark next to an existing user, the Assign roles option is enabled. The Assign roles & users modal shows up on the right panel.
Select Save to save the recent user details and redirect you to the list of existing users. Select Save & add more to save the current user details and reloads the Add a user form.
Groups
Use Groups to organize users and assign roles. On selecting Groups under Operational data, a list of existing groups shows up. You can modify an existing group by selecting it from the list. Select Add a group to individually add a new group.
Select Save to save the recent user details and redirect you to the list of existing groups. Select Save & add more to save the current group details and reloads the Add a group form.
Roles assignment
Define roles for users and groups to control access permissions, leveraging smart defaults. On selecting Roles assignment under Operational data, a list of existing roles shows up.