Trigger Condition form for assessments

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Trigger Condition form for assessments

    The Trigger Condition form for assessments in ServiceNow enables customers to configure automated conditions that generate assessment instances. These assessments are tied to specific metric types and tables, allowing targeted and timely evaluations, such as vendor assessments triggered by related incident closures. This form is crucial for ensuring assessments are sent to appropriate users based on defined criteria and schedules.

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    Key Features

    • Assessment: Select the metric type for which assessment instances are generated. Only metrics with an On demand schedule type support triggered assessments.
    • Table: Choose the table on which the trigger condition runs. The selected table must be within the current application scope and connected to the assessable records of the chosen assessment.
    • User field: Specify the field that references users who will receive the assessments. This field can be on the selected table or a related table and must reference the User [sysuser] table.
    • Repeat Interval: Define the minimum time period before the same user can be sent another assessment from this trigger condition, preventing excessive notifications.
    • Active: Enable or disable the trigger condition.
    • Business Rule: An admin-only system-generated business rule monitors the selected table and sends assessments automatically when conditions are met, requiring no manual setup.
    • Trigger randomly & Probability (%): Optionally send assessments randomly based on a specified probability percentage, controlling the frequency of assessment distribution when the condition is met.
    • Assessable Record Field: Select a reference field on the chosen table that identifies the record subject to assessment. This ensures assessments relate to the correct business entity.
    • Related Fields 1-4: Up to four reference fields can be selected to capture additional contextual data from the triggering record for reporting and analysis.
    • Description: Provide summary information to clearly identify the purpose of the trigger condition.
    • Condition: Use a condition builder to define precise criteria that trigger the assessment, such as an incident reaching a Closed state.

    Practical Considerations

    When configuring a trigger condition:

    • Ensure the selected table has assessable record fields available; otherwise, select a different table.
    • Verify the user field properly references users to receive assessments.
    • Use the repeat interval to avoid sending redundant assessments to the same users too frequently.
    • If random triggering is enabled, set an appropriate probability percentage to control assessment volume.
    • Leverage related fields to enrich assessment instances with relevant data for better reporting.
    • Note that this form applies to triggered assessments, not survey-based metric types.

    By correctly configuring the Trigger Condition form, customers can automate and tailor assessment delivery, improving response rates and ensuring assessments are contextually relevant and timely.

    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].