Sharing task plan templates

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

    Sharing task plan templates in ServiceNow Australia Release enables organizations to securely manage who can create, edit, and manage task plan templates. This capability emphasizes role-based access control and ownership management to maintain operational integrity and prevent misuse. It supports admins and owners in overseeing template sharing, access permissions, and template lifecycle states such as activation and global status.

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    Key Features

    • Role-based access control: Defines clear roles such as Task Plan Admin and Template Owner to manage template permissions and sharing.
    • Ownership and sharing rules: Owners control template access by granting read or write permissions to users, groups, service organizations, or organizational criteria.
    • Global template settings: Templates can be marked as global or non-global, activated, or deactivated by admins.
    • Notifications: Users receive notifications when access to templates is granted.
    • API and ACL configurations: Support automated access provisioning and enforce security through Access Control Lists.
    • Member Type specification: When sharing with service organizations or based on organizational criteria, member types (e.g., Location Agent, Listed Member) can be specified to restrict access to relevant roles.
    • Integration with CSM plugin: Query and non-query rules support tailored access control within Task Plan templates depending on plugin usage.

    Access and Roles

    Access to task plan templates is managed at multiple levels including individual users, groups, service organizations, and organization criteria. The Task Plan Admin role (sntaskplan.admin) is responsible for:

    • Managing template lifecycle (activate/deactivate, global/non-global status)
    • Assigning access permissions and updating template owners
    • Applying global sharing rules and validations

    Template owners are responsible for sharing templates, managing access permissions, publishing, cloning, deactivating templates, and changing ownership.

    Practical Benefits for ServiceNow Customers

    • Ensures secure, controlled sharing of task plan templates aligned with organizational policies.
    • Supports efficient management of templates by clearly defining roles and responsibilities.
    • Enables fine-grained access controls including role and member type specifications for precise permission management.
    • Facilitates automation and notifications to streamline template access provisioning and user awareness.
    • Integrates with Customer Service Management (CSM) plugin to extend access control capabilities.

    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 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 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 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 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 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.