Sharing task plan templates

  • Release version: Zurich
  • Updated June 16, 2026
  • 2 minutes to read
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    Summary of Sharing task plan templates

    Sharing task plan templates in ServiceNow Zurich release enables secure and efficient management of templates by defining clear ownership and role-based access. This capability ensures that only authorized users can create, edit, and share templates, maintaining operational integrity and preventing misuse. It supports a seamless user experience by managing access through roles, groups, service organizations, and specific criteria.

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    Key Features

    • Role-based access control: Access to templates is controlled at multiple levels including users, groups, service organizations, and service organization criteria.
    • Ownership and sharing rules: Template owners and admins control sharing permissions, can publish, clone, deactivate, and switch templates between global and non-global status.
    • Global template settings: Admins can designate templates as global or non-global, activate or deactivate them, and apply global sharing rules.
    • Notifications: Users and groups receive notifications when access to templates is granted.
    • API and ACL configurations: Support automated access provisioning and integration with other ServiceNow capabilities.
    • Member Type field: When sharing with service organizations or based on criteria, this field allows specifying exact roles or member types (e.g., Location Agent) that should have access.

    Access and Roles

    The Task Plan Admin role (sntaskplan.admin) manages template lifecycle and sharing configurations, including setting templates as global/non-global, activating/deactivating, assigning access, and updating owners. Template owners handle day-to-day sharing tasks and permission management. Access permissions include read and write rights and are granted to users, groups, service organizations, and filtered service organizations according to defined criteria and member types.

    Practical Benefits for ServiceNow Customers

    • Ensure secure, role-based access to task plan templates preventing unauthorized changes.
    • Facilitate efficient template sharing with precise control over who can view or modify templates.
    • Enable admins to centrally manage template availability and sharing policies for better governance.
    • Allow notifications to keep stakeholders informed about access changes, improving collaboration.
    • Support scalable, automated access provisioning via API and ACLs for integration with workflows.

    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 service 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 service 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 service 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 service 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 service 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.