Trigger Condition form for assessments

  • Release version: Xanadu
  • Updated August 1, 2024
  • 3 minutes to read
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    Summary of Trigger Condition form for assessments

    The Trigger Condition form for assessments in ServiceNow allows you to define specific criteria that automatically generate assessment instances based on particular table records and user fields. This feature is designed for On demand metric types and helps automate sending assessments to users when certain conditions in your ServiceNow environment are met.

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    Key Features

    • Assessment: Select the metric type used to generate assessment instances. Only On demand schedule types support triggered assessments.
    • Table: Choose a table within your application scope that connects to the assessable records for the selected assessment. The table must provide at least one valid Assessable Record Field.
    • User field: Specify a field that references users to whom the assessment will be sent. This can be a field on the selected table or a related table pointing to the User [sysuser] table.
    • Repeat Interval: Define the minimum time that must elapse before the same user can receive another assessment from this trigger condition, preventing frequent repeated notifications.
    • Active: Enable or disable the trigger condition.
    • Business rule: Automatically created and managed by the system to monitor the selected table and send assessments when conditions are satisfied; no manual configuration needed.
    • Trigger randomly and Probability (%): Optionally send assessments probabilistically. When enabled, assessments are sent only a certain percentage of the time the condition is met, controlled by the Probability field.
    • Assessable Record Field: Select a reference field on the chosen table that identifies the assessable record subject to the assessment. This selection is essential for linking assessment data correctly and is not available for survey metric types.
    • Related Fields 1-4: Choose up to four reference fields on the selected table to capture additional information from the triggering record for reporting purposes. These can include fields like Caller or Vendor for incidents.
    • Description: Provide summary information to help identify and document the trigger condition.
    • Condition: Use the condition builder to specify precise criteria that trigger the assessment, such as triggering on incident closure.

    Practical Application for ServiceNow Customers

    This form enables you to automate assessments efficiently by linking assessment triggers directly to relevant data changes in your ServiceNow records. By configuring appropriate tables, user references, and conditions, you can ensure assessments are sent to the correct users at the right time without manual intervention.

    The repeat interval and probability options give you control over how frequently assessments are sent, helping to avoid user fatigue. Capturing related fields allows richer reporting and analysis of assessment data.

    Overall, the Trigger Condition form streamlines the assessment process, improves data accuracy, and supports proactive feedback collection aligned with your business processes.

    Description of the field values for the Trigger Condition form for assessments.

    Table 1. Trigger Condition form
    Field Description
    Assessment [Required] Metric type to generate assessment instances for. Triggered assessments only work if the metric type is set to the On demand schedule type.
    Table [Required] Table to run the trigger condition on. You can select only tables in the current application scope.

    The table must have a connection to the assessable records for the selected Assessment. For example, you might want to send a vendor assessment when incidents close that are related to vendors you assess. In this case, select the Incident [incident] table. After you select a table, ensure there is at least one option for the Assessable Record Field. If there is not, select a different table.
    User field [Required] Field that stores the users you want to send the assessment. You can select any field, on the selected Table or on a related table, that references the User [sys_user] table. Use the tree picker to select a field.Tree picker
    Repeat Interval Minimum period that must pass before the trigger condition can resend the assessment to the same user. For example, assume the repeat interval is set to 30 days. Even if the same user is eligible for multiple assessments from this trigger condition, the system can only send the user one assessment every 30 days.
    Active Check box that determines whether this trigger condition is active (selected).
    Business rule [Admin only] Business rule the system creates to monitor the selected table. When the condition is met, the business rule sends the assessment to the correct user. No configuration is necessary for this business rule.
    Trigger randomly Check box that determines whether to send the assessment to the appropriate user every time the condition is met (cleared) or only a percentage of the time (selected), as specified in the Probability (%) field.
    Probability (%) Probability out of 100 that the assessment will be sent each time the condition is met. For example, if the probability is set to 50, the system sends the assessment approximately 50% of the time the conditions are met, assuming there are no repeat interval restrictions. This field is visible and required only when the Trigger randomly check box is selected.
    Assessable Record Field

    [Required] Field on the selected Table that determines which assessable record will be the subject of the assessment. Only appropriate reference fields on the selected Table are available to select. If there are no Assessable Record Field options available, you must select a different Table.

    If the selected Assessment evaluates records on the Company [core_company] table and the selected Table is Incident, the only Assessable Record Field options are fields on the Incident table that reference the Company table. For example, Company or, if vendor ticketing is enabled, Vendor. If you select Vendor, the trigger condition sends an assessment about the Vendor for the incident, assuming there is an assessable record for the associated company. The assessment contains questions from all metric categories associated with the assessable record.
    Note:
    This field is not available if the selected Assessment is a metric type used for surveys. See Survey trigger conditions.
    Related Field 1 – Related Field 4

    Field that contains a value you want to store for reporting purposes. You can pick any reference field on the selected Table. When the trigger condition generates an assessment instance, the system stores the value from the triggering record. Select up to four fields.

    For example, if you select the Incident table, you might select Caller and Vendor as related fields. That stores the caller and vendor associated with the incident as Related record 1 and Related record 2 in the assessment instance record. To view these fields, configure the Assessment Instance form.
    Description Summary information to identify the trigger condition.
    Condition [Required] Condition builder that defines the criteria that must be true to send the assessment. For example, if you want to send an assessment whenever an incident closes, create the condition [State] [is] [Closed].