States and UI actions for a BCP

  • Release version: Yokohama
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of States and UI actions for a BCP

    This content outlines the lifecycle states of a Business Continuity Plan (BCP) within ServiceNow and the corresponding user interface (UI) actions available at each stage. It guides users through creating, reviewing, approving, managing, and archiving a BCP, ensuring clarity on the actions that drive state transitions and plan management.

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    States and Associated UI Actions

    • Draft: The initial state when creating a BCP. Users can add detailed information across multiple tabs such as Scope, Documentation, Related plans, Recovery teams, Loss scenarios, and Recovery tasks. Accessed via the 'New' button or 'Create BIA' on the Home page.
    • In review: Transitioned by selecting 'Submit for review'. This state initiates the plan review process.
    • Pending approval: Reached by choosing 'Submit for approval', indicating the plan awaits formal approval.
    • Approved: Achieved by selecting 'Approve'. In this state, the BCP is finalized and no further edits are allowed. The Overview tab shows the plan's state progression.
    • Archived: Activated by selecting 'Archive'. Archived plans can be reverted back to Draft using the 'Edit' button starting from BCM release 9.0.x.
    • Returned: Occurs when a plan is rejected using 'Reject'. The plan can be edited again in this state.

    Additional UI Actions

    • Generate PDF: Downloads a PDF version of the BCP for reference. The PDF is accessible from the Activity panel on the Details tab.
    • Copy: Saves a copy of the business impact analysis PDF for use as a template.
    • 360º view: Provides a visual representation of the BCP including its name, scope, related plans, and tasks for comprehensive understanding.
    • Delete: Allows removal of the BCP record.
    • Edit and Save: Enables modifying and saving changes to the BCP, as permitted by the current state.

    Practical Benefits for ServiceNow Customers

    Understanding these states and UI actions empowers ServiceNow customers to efficiently manage their Business Continuity Plans throughout their lifecycle. This structured approach facilitates collaboration, ensures proper review and approval workflows, and supports version control with the ability to archive and restore plans. Additional tools like PDF generation and 360º visualization help with documentation and comprehensive plan analysis, enhancing organizational preparedness and response.

    When you create a business continuity plan (BCP), certain UI actions are associated with each state.

    States and UI actions that are associated with a business continuity plan

    The states and UI actions that are associated with a business continuity plan are described in the following table.

    Table 1. UI actions and States associated with a business continuity plan
    Updated state of the BCP UI action Description
    Draft

    In business continuity plan record Lists view, select New.

    Note:
    You can also navigate to the Planning section of the Home page and select Create BIA.

    When you select New in the Create New Plan form or Create BIA in the Home page, a record is created in the Draft state by default.

    On the Details tab, add details of the business continuity plan. Add details on the following tabs:
    • Scope
    • Documentation
    • Related plans
    • Recovery teams
    • Loss scenarios
    • Recovery tasks
    In review Select Submit for review.

    When you select Submit for review in the Create New Plan form, the state of the business continuity plan is updated to In review.
    Pending approval Select Submit for approval.

    When you select Submit for approval in the Create New Plan form, the state of the business continuity plan is updated to Pending approval.
    Approved Select Approve.

    When you select Approve in the Create New Plan form, the state of the business continuity plan is updated to Approved. The Overview tab displays the progression of the states for the business continuity plan.

    When the business continuity plan is in the Approved state, you cannot edit it further.
    Archived In the Create New Plan form, select Archive.

    When you select Archive in the Create New Plan form, the state of the business continuity plan is updated to Archived.

    Starting with BCM release 9.0.x, you can revert an archived business continuity plan (BCP) to the Draft state by selecting the Edit button on the form.

    You can perform the following additional UI actions in the Create New Plan form:
    Generate PDF

    Download the PDF of the business continuity plan for reference. The PDF attachment is available in the Activity panel of the Details tab.

    For information on generating the PDF of a business impact analysis, see Generate BCP reports in PDF or Microsoft Word format.

    Copy
    Save a copy of the PDF of the business impact analysis for future reference as a template.
    360º view
    Visualize the 360º representation of the business continuity plan such as its name, scope, related plans, and related tasks. To view 360º relationships of a business continuity plan, see Visualize 360° relationships for the BCP.
    Delete
    Delete the continuity plan.
    Edit
    Edit the business continuity plan.
    Save
    Save the business continuity plan.
    Returned Select Reject.

    When the BCP is rejected, it is set to Returned. You can edit the business continuity plan in the Returned state.