Task plan templates states and actions

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Task Plan Templates States and Actions

    Task plan templates in ServiceNow can exist in two primary states:DraftandPublished. Additionally, templates can be eitheractiveorinactive. Each state determines the set of actions available to users, which are governed by specific roles. Understanding these states and corresponding actions helps you manage task plan templates effectively to ensure proper lifecycle control and deployment readiness.

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    Draft State

    A task plan template is initially created in the Draft state and can be active. While in this state, users with the sntaskplan.creator role can perform the following actions:

    • Edit: Modify the template details.
    • Clone: Create a copy of the template including all items, attachments, and conditions, preserving the hierarchy. The cloned template is active and remains in Draft state. Only one template can be cloned at a time.
    • Delete: Remove one or multiple templates permanently. Deletion requires the sntaskplan.delete role and confirmation before removal.
    • Publish: Transition an active Draft template to the Published state, making its form fields read-only. This action requires the sntaskplantemplate.writer role and user confirmation.

    Published State

    Once a task plan template is published by a user with the sntaskplantemplate.writer role, it becomes ready for application and its form fields are locked for editing. If the template is active and published, these actions are available:

    • Clone: Similar to Draft, cloning creates an active copy in the Draft state, requiring the sntaskplan.creator role. Only one template can be cloned at a time.
    • Deactivate: Disable the template’s active status, making it inactive. This requires the sntaskplantemplate.writer role and confirmation before deactivation.

    Practical Considerations for ServiceNow Customers

    • Use the Draft state for template creation, editing, and preparation.
    • Publish templates only when ready to deploy as the template becomes read-only.
    • Cloning is a key action to quickly replicate templates while preserving structure and attachments.
    • Manage template lifecycle by activating or deactivating published templates depending on usage needs.
    • Ensure proper roles are assigned to users managing templates to enable required actions securely.

    A task plan template can be in one of the following states: Draft or Published. It can also be active or inactive. Each state includes an available set of user actions.

    Draft state

    A task plan template is in the Draft state when it is first created.

    When a task plan template is active and in the Draft state, the following actions are available.

    Table 1. Available user actions for task plan templates in the Draft state
    Action Description
    Edit Select a task plan template in the list and then select Edit to open the task plan template record and make changes.

    Editing a task plan template requires the sn_task_plan.creator role.
    Clone Select a task plan template in the list and then select Clone to create a copy of the template, the template items and attachments, and the template item conditions.

    Cloning a task plan template maintains the template item hierarchy along with the attachments and conditions. The cloned task plan template is created in the Draft state and is active.

    Cloning a task plan template requires the sn_task_plan.creator role.
    Note:
    You can clone one task plan template at a time. If you select more than one task plan template in the list, the Clone action is not available.
    Delete Select one or more task plan templates in the list and then select Delete. Only task plan templates in the Draft state can be deleted.

    Deleting a task plan template requires the sn_task_plan.delete role.

    Note:
    The system displays a confirmation message when deleting a template. When the user confirms the action, the system deletes the task plan template.
    Publish Selecting Publish moves an active task plan template from the Draft state to Published. When a task plan template is in the Published state, the fields on the Task Plan Template form are read-only.
    Publishing a task plan requires the sn_task_plan_template.writer role.
    Note:
    The system displays a confirmation message when publishing a task plan template. When the user confirms the action, the system publishes the task plan template.

    Published state

    A task plan template is in the Published state when it is ready to be applied and a user with the writer role has published it.

    When a task plan template is active and is in the Published state, the following actions are available.

    Table 2. Available user actions for task plan templates in the Published state
    Action Description
    Clone Select the task plan template in the list and then select Clone to create a copy of the template, the template items and attachments, and the template item conditions.

    Cloning a task plan template maintains the template item hierarchy along with the attachments and conditions. The cloned task plan template is created in the Draft state and is active.

    Cloning a task plan template requires the sn_task_plan.creator role.
    Note:
    You can clone one task plan template at a time. If you select more than one task plan template in the list, the Clone action is not available.
    Deactivate Select the task plan template in the list and then select Deactivate to disable the Active field on the Task Plan Template form.
    Deactivating a task plan template requires the sn_task_plan_template.writer role.
    Note:
    The system displays a confirmation message before deactivating a task plan template. When the user confirms the action, the system disables the Active field on the task plan template.