Configuring Dictionary, UI policy, element variables

  • Release version: Xanadu
  • Updated July 31, 2025
  • 4 minutes to read
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    Summary of Configuring Dictionary, UI Policy, Element Variables

    Starting with Release 6.1.x, ServiceNow administrators can configure key components of dependencies within the Business Impact Analysis (BIA) dependency assessment. These components include the Dictionary, UI policies, element variables, and UI views. Proper configuration of these elements controls which fields are required or optional, how dependencies display in list and form views, and the overall behavior during the dependency assessment process.

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    Key Features

    • Dictionary Entries: Define table columns and field properties for dependencies, helping to specify required and optional fields.
    • UI Policies: Dynamically control field behavior (show/hide, required/optional, read-only) on forms based on conditions. Used to designate required fields for dependencies starting in Release 6.1.x.
    • Element Variables: Add additional data to records for granular control over dependency attributes and behavior.
    • UI Views and View Rules: Configure list and form layouts by specifying displayed columns and filtering conditions to customize presentation of dependencies.
    • Fix Scripts: Server-side scripts run post-upgrade or configuration changes to update dependency states based on required fields completion.

    Practical Configuration Guidance

    • Administrators must configure Dictionary records to set required or optional fields for dependencies.
    • Element variables should be configured to add necessary data fields for each dependency.
    • UI policies are essential for marking fields as required or optional; however, client scripts or the “Run Script” option in UI policies should not be used for this purpose.
    • UI views and view rules must be set to control how dependencies appear in lists and forms, including display order and filtering.
    • All configurations (Dictionary, UI policies, element variables, and view rules) should be made within the BCM core application scope to ensure proper functionality.

    Upgrade Considerations and Dependency States

    • During the upgrade to Release 6.1.x, required fields in the Dictionary for "Required Recovery Timeframe" are removed except for the Applications element variable, which is managed via UI policy.
    • The system automatically reevaluates dependency states (Returned, In review, Draft) post-upgrade, checking if required fields are filled.
    • Administrators must run a fix script after filling required fields to update the dependency state from Pending to Complete.
    • If required fields remain unfilled, dependencies stay in Pending state, and the dependency assessment is incomplete.

    Key Outcomes

    • Accurate configuration ensures dependencies have properly designated required fields and display correctly in the BIA assessment.
    • Automatic state management of dependencies based on completion of required fields improves assessment tracking and workflow.
    • Administrators gain control over dependency data presentation and validation without relying on unsupported client scripts.
    • Upgrading to Release 6.1.x includes automated processes and fix scripts to maintain data integrity and consistent dependency states.

    Starting with Release 6.1.x, administrators have the capability to configure different aspects of a dependency. This includes the Dictionary, UI policy, element variables, and UI view. These configurations play a crucial role in determining specific columns, required fields, and overall display in the list view and form view of a dependency within the dependency assessment of a BIA.

    Dictionary entries [sys_dictionary] serve the purpose of providing additional details for each table and defining the columns on those tables. For more information on Dictionary entries, see Data dictionary tables.

    UI policies are used to dynamically alter the behavior of information on a form. Administrators can configure the UI policies to show or hide fields, make fields required or read-only based on specific conditions. For more information on UI policies, see UI policies.

    Element variables are employed to define additional data for a record, allowing for more granular control over the behavior and attributes of that record. For more information on Element variables, see Configure element variables for element definitions.

    View rules are utilized to define the filter condition and execution order for a table, providing a way to customize the view and presentation of data within that table. For more information on View rules, see Create a view rule.

    Administrators play a crucial role in configuring the Dictionary, UI policy, element variables, and UI view for a dependency. Their tasks typically include:
    1. Configuring the Dictionary record in the instance to add required or optional fields, or marking existing fields as required or optional for a dependency.
    2. Configuring the element variables record in the instance to add required or optional element variables.
    3. Configuring the element definitions and UX view rules for the dependency assessment.
    4. Configuring the UI policies to mark the fields in the dependency as required or optional. Starting with release 6.1.x, UI policies are used to designate fields as required or optional for a dependency. A UI policy can be created for a specific element definition or multiple element definitions within the dependency assessment.
    5. Configuring the UI view for both lists and forms to specify the columns displayed in the table's list layout for the list view and form view.
    6. Defining a view rule in the BIA scope. The system determines the UI view displayed for the dependency based on the defined filter condition and execution order in the view rule.
    Note:
    To ensure proper functionality, it is important to define the UI policies and element variables within the BCM core application scope.
    The BCM application relies on the configurations of the Dictionary, UI policies, Glide variables (element variables), and View rules to retrieve the required fields for each dependency. Once these configurations are properly set up, the setup process is considered complete.
    Note:
    Marking fields as required through client scripts is not supported. Additionally, the Run Script option in the UI Policy for marking fields as required or optional is also not supported.

    The BCM application automatically completes the dependency assessment when all required fields for a dependency are filled, or if the dependency does not have any required fields.

    For detailed instructions on configuring the UI view [sys_ui_view] table, table list layout, and view rules for both the list view and form view, refer to KB1645940.

    Upgrading from the previous version to Release 6.1.x

    During the upgrade process from the previous version to Release 6.1.x, the required fields for the Required Recovery Timeframe are removed from the dictionary. However, it's important to note that the Required Recovery Timeframe field is only required for the Applications element variable and is added as part of the UI policy. No other element variables have required fields as part of the dependency assessment.

    As administrators, you have the flexibility to configure your own settings to make fields required or optional. Additionally, you can customize the view for the element variables and display different columns based on the element definitions.

    When the software is upgraded to Release 6.1.x, the state of each dependency is reevaluated for Business Impact Analyses (BIAs) in the Returned, In review, and Draft states. The system performs checks to determine if each dependency has any required fields and if all required fields are filled in. Based on these checks, the state of each dependency is then updated accordingly.

    Executing the fix script

    A fix script refers to server-side JavaScript code that administrators execute after installing or upgrading an application. Its purpose is to ensure that any metadata changes made by administrators in the Dictionary, UI policy, or element variables configurations for the BIA dependency are accurately reflected.

    To properly update the state of the dependency, administrators must fill in the required fields and then execute the fix script. The execution of the fix script updates the state of the dependency based on the following table:
    Table 1. State of the dependency after running the fix script
    All required fields are filled State of the dependency
    No Pending
    Yes Complete

    If a dependency is in the Pending state, the BIA user must fill in the required fields associated with that dependency. Once the required fields are completed, the system automatically marks the overall dependency assessment as complete. Running the fix script after filling in the required fields updates the state of the dependency to Complete.

    For more information on the fix scripts, see Fix scripts.