Source document import tasks

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Source Document Import Tasks

    The Regulatory Change Management (RCM) application in ServiceNow processes external regulatory alerts that include citation titles, numbers, and references to legislative or regulatory materials relevant to compliance. Each alert contains metadata that supports importing the source document into the regulatory library for proper classification and traceability. Source documents are assessed for applicability, and if applicable, a source document import task is automatically created to manage the ingestion of these documents.

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    Source Document Import Task Workflow

    Only users with the sngrcregchange.manager role can mark alerts as applicable, triggering the creation of an import task. This task then enters the Ready to Import state, where stakeholders review it. Compliance team members evaluate the citation and import the document into the regulatory library, ensuring consistency and comprehensive capture of regulatory content. Multiple import tasks can be associated with a single regulatory alert, improving management and traceability throughout the regulatory change management process.

    Task Life-Cycle States

    Starting with version 19.0.x of the relevant applications (sngrcworkspace and sngrcregchange), a source document import task progresses through these states:

    • Ready to Import: Task identified and prepared but work has not started.
    • In Progress: Active work on analyzing the document and defining regulatory changes.
    • Implementation: Execution of identified changes, possibly including policy or process updates.
    • Awaiting Approval: Implementation complete and pending stakeholder or compliance team review.
    • Closed: Task reviewed, approved, and all actions completed.

    Practical Benefits for ServiceNow Customers

    • Automates the intake and classification of regulatory source documents to maintain a comprehensive regulatory library.
    • Enables clear ownership and workflow management through defined task states and role-based access.
    • Improves traceability and management by allowing multiple import tasks under a single alert.
    • Supports compliance teams in efficiently evaluating, importing, and implementing regulatory changes.

    The Regulatory Change Management application processes external alerts that may include citation titles, citation numbers, and references to legislative or regulatory materials relevant to compliance.

    Each alert record contains metadata that supports the import of the document into the regulatory library. The metadata includes citation names and other relevant reference information for proper classification and traceability.

    Regulatory alerts of the source document type provide citation titles and citation numbers when received. Source documents may reference legislative or regulatory materials relevant to compliance and governance.

    Unassigned source document alert records are assessed to determine applicability. If marked as applicable, a source document import task is created automatically. The import task originates from the regulatory alert record and follows a defined workflow or life-cycle. The source document import life-cycle begins when the alert is marked applicable by a user with the sn_grc_reg_change.manager role. The import document task then appears in the Ready to import state for stakeholder review.

    Compliance team members evaluate the citation associated with the alert and determine the appropriate action. Each import task facilitates ingestion of a specific source document into the regulatory library. Compliance team members are responsible for importing the document and maintaining consistency within the regulatory library.

    You can associate multiple source document import tasks with a single regulatory alert. This configuration simplifies management and improves tracking of regulatory content ingestion processes. Each task adds relevant documents to the regulatory library for comprehensive capture and organization. Grouping tasks under one alert enhances traceability throughout the regulatory change management process.

    New workflow of a source document import task

    Upgrade the following applications to get the new workflow:
    • GRC: Common Workspace Elements (sn_grc_workspace)
    • GRC: Regulatory Change Management (sn_grc_reg_change)
    Starting with version 19.0.x, a source document task progresses through the following states:
    • Ready to Import- The task has been identified and prepared for import into the system. No work has started yet.
    • In Progress- The task is actively being worked on. This includes analyzing the source document and defining necessary regulatory changes.
    • Implementation- Identified changes are being executed. This may involve creating related tasks such as policy updates, control modifications, or process changes.
    • Awaiting Approval- All implementation activities are complete, and the task is pending review and approval from the appropriate stakeholders or compliance team.
    • Closed- The task has been reviewed, approved, and all required actions are completed. No further work is needed.