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# Importing and exporting event tasks in Microsoft Excel

# Importing and exporting event tasks in Microsoft Excel {#ariaid-title1}

* Release version: Australia
* 
* Updated April 27, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 6 minutes to read

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This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Importing and exporting event tasks in Microsoft Excel

Starting with the Australia release of the BCM application, ServiceNow supports importing and exporting event task records through Microsoft Excel.
This feature enables customers to efficiently update multiple event task records in bulk, such as reassigning owners or updating statuses and dates, by exporting data to a structured Excel file, editing it offline, and then importing the changes back into ServiceNow.
Show full answer Show less  

## Key Features

* **Export functionality:** Generates a structured Excel (.xlsx) file with dropdowns, instructions, and field protections using the Microsoft Excel JS library in the browser. It includes three sheets: Instructions (guidance and validation rules), Event details (read-only event data), and Event task (editable task records).
* **Import functionality:** Uses the Record Transform Engine (RTE) to process uploaded Excel files and update existing event task records matched by their unique Number field. It only updates existing records and does not create, delete, or modify protected fields like Number, Short Description, or Activated Plan.
* **Field types and validation:** The Excel file contains protected fields (locked and non-editable), dropdown fields (populated from system reference qualifiers with limits), and free text fields (such as date/time). Multi-select GlideList fields appear as plain text but are validated upon import.
* **Data integrity checks:** Duplicate Number values are highlighted in Excel but rejected during import. Reference fields resolve display values back to internal records, requiring unique identifiers (e.g., username or email) to prevent mismatches due to duplicate display names.
* **Import process and tracking:** Only .xlsx files are accepted. The import queue runs automatically after file upload, with progress tracked inline. Errors and transaction history are accessible via related lists on the event record. Only one import per event can run at a time.

## Practical Considerations and Limitations

* Exports are limited by user machine resources and capped at 10,000 rows by default.
* Dropdown lists are suppressed and replaced with plain text if the reference data exceeds 10,000 records.
* The Excel file's column structure must remain unchanged for successful import; renaming sheets or columns will cause failure.
* Import does not support creation or deletion of records, only updates.
* Protected fields cannot be modified even if Excel sheet protection is removed.
* Duplicate display names in reference fields require configuring unique identifiers to avoid incorrect data matching.
* Only one file can be imported at a time per event record.

## Customer Benefits

This import/export capability significantly streamlines bulk updates to event tasks, allowing ServiceNow customers to manage large volumes of changes more efficiently outside of the standard UI. It reduces manual effort, enforces data integrity through validation, and integrates smoothly into existing event management workflows.  
Use Export to download event task records into a structured Microsoft Excel file --- complete with dropdowns, instructions, and field protection. Edit records offline, then use Import to upload the updated file and apply bulk changes.

## Benefits of using import and export functionality {#using-export-import-feature-event-tasks__benefits}

Starting with the Australia release of the BCM application, import and export of event tasks is supported. Import and export is useful when you want to update many records at once. For example, reassigning 50 event tasks to
different owners or bulk-updating dates and statuses. You can bulk-update fields like Assigned To, Status, and Dates or download data to review offline.

You can download an empty template to see the expected format before any data exists. Import only  updates  existing records matched by the Number field--- it does not create or delete records, or modify
protected fields like Number, Short description, and Activated plan.
The feature consists of two independent systems. The export layer uses the Microsoft Excel JS library on the front-end to generate structured files. The import layer uses the Record Transform Engine (RTE), which processes display values only.

Because the two layers are decoupled, you can use either independently. The Microsoft Excel JS library runs only in the browser. Export performance scales with the user's available memory and CPU, and the Max export rows limit is enforced for this reason.  
See the following points for reference:

* Date format: YYYY-MM-DD HH:MM:SS
* Dependencies: comma-separated EVNTSK numbers
* State rules: WIP and all close states need Actual start, Closed Complete needs Actual end
* Re-import: delete successful rows first, then re-upload
{#using-export-import-feature-event-tasks__ul_jry_wx4_njc}

## Microsoft Excel sheet structure {#using-export-import-feature-event-tasks__sheet_structure}

The exported file follows a fixed row structure. It shows a single-column approach --- one column per field with display values only.

The visible column shows the human-readable value, typically a dot-walked field such as user_name. The dot-walk applies only to specifically configured fields.  
The exported workbook contains three sheets:

1. Instructions sheet --- describes each column: whether it is mandatory or read-only, valid values, date format requirements for Actual Start and Actual End, and an example value. Review this sheet before editing.
2. Event details sheet --- a read-only reference sheet showing the parent event record properties. Not processed during import.
3. Event task --- the main data sheet, with one row per event task record beginning at Row 3. Records are sorted by number by default.
{#using-export-import-feature-event-tasks__ol_ufd_wkr_cjc}

The following table describes the column types in the Event task data sheet and how each one behaves while you edit the file.
{#using-export-import-feature-event-tasks__table_z2d_qln_fjc__entry__3}

| Column type | Appearance | Editable |
|-|-|-|
| Protected (for example Number, Short description) | Grey, locked | No |
| Drop-down (for example, State, Assigned to, Assignment group) | Drop-down arrow | Yes - select from list |
| Free text (for example, Date and Time fields) | Plain white | Yes - type value |
[Table 1. Column types in the Event task data sheet]

{#using-export-import-feature-event-tasks__table_z2d_qln_fjc}

## Drop-down and record-limit behavior {#using-export-import-feature-event-tasks__dropdown_behavior}

Drop-downs are populated using reference qualifiers defined in the system. When the number of records in a reference field exceeds the configured maximum, the drop-down is suppressed and the field displays plain text with no
validation.
{#using-export-import-feature-event-tasks__dropdown_behavior__entry__2}

| UI component | Description |
|-|-|
| Max export rows | Maximum number of records included in an export. Defaults to 10,000. Processing is bounded by the user's machine. |
| Max drop-down records | Threshold beyond which drop-downs are replaced with plain text and field validation is removed. Defaults to 10,000. |
[ ]

## Protected fields and uniqueness enforcement {#using-export-import-feature-event-tasks__protected_fields}

The Number field is protected by default. Duplicate numbers are flagged with a red highlight using conditional formatting but cannot be blocked in Microsoft Excel --- they are rejected at import time.

## GlideList field handling in the Record Transform Engine {#using-export-import-feature-event-tasks__glidelist_rt_behavior}

The Microsoft Excel JS library does not support multi-select drop-downs. GlideList fields such as Additional Assignees List render as plain text cells. Validation is still applied --- the system verifies that each
comma-separated value exists in the referenced table and rejects invalid records. The same value cannot appear more than once in the same cell.

The following table describes the import progress states.
{#using-export-import-feature-event-tasks__table_k5h_3nr_cjc__entry__2}

| State | Meaning |
|-|-|
| Queued | Import is waiting to be processed. |
| Processing N rows | Records are actively being updated. |
| Successfully imported N records | All rows were processed without errors. |
| Import has failed for few records | Some rows had errors. Review the Import Log related list for details on which rows were rejected and the reason for each failure. |
| Error | Import failed entirely. Review system logs and the Import Log related list. |
[Table 2. Import progress states]

{#using-export-import-feature-event-tasks__table_k5h_3nr_cjc}

While an import is running, the View import progress button replaces the Import button in the related list action bar. After the tracker shows a completed or error state, the
Import button is available again. Only one import can run at a time per event record.

## Duplicate display name handling {#using-export-import-feature-event-tasks__duplicate_display_names}

The Record Transform Engine does not support resolution of duplicate display names. If two users share the same display name, the system cannot guarantee the correct record is matched during import. Configure the dot-walk field to
use a unique identifier such as user_name or email for affected reference fields.
{#using-export-import-feature-event-tasks__duplicate_display_names__entry__2}

| UI Component | Description |
|-|-|
| Display Name (default) | Default identifier for reference field drop-downs. Duplicate display names may produce incorrect matches. |
| user_name | Recommended unique identifier for Assigned To and Additional Assignees List fields. |
| email | Alternative unique identifier configurable via the dot-walk field setting. |
[ ]

## Import attachment flow and progress tracking {#using-export-import-feature-event-tasks__import_flow}

Import updates only existing records matched by the Number field. It does not create or delete records, or modify protected fields such as Number, Short description, and Activated plan, even if sheet protection is manually removed
before upload. Rows omitted from the file are not processed; the corresponding records in ServiceNow remain unchanged.

When a user initiates an import, a modal opens for file selection. Only .xlsx files are accepted --- .xls and .csv files are rejected. The uploaded file attaches to the event record and the import queue starts automatically on save.
The progress tracker status is displayed.

The attachment field is cleared automatically after import completes, whether it succeeds or fails, so you can re-upload a corrected file without manual cleanup. Import status is displayed inline via a progress tracker. Errors and
transaction history are surfaced via the Import log and Transaction history related lists on the event page.

The system reads the file, matches each row to an existing record by the Number field, and updates only changed fields. Reference fields such as Assigned To are resolved automatically --- display values are converted back to the
correct internal records.

## Limitations {#using-export-import-feature-event-tasks__limitations}

The following table summarizes the limitations to consider when you use the import and export feature for event task.
{#using-export-import-feature-event-tasks__table_limitations_iexcel__entry__2}

| Limitation | Details |
|-|-|
| Update only | Import matches records by Number. Rows without a matching number are skipped. No new records are created. |
| .xlsx only | Only .xlsx files are accepted. Other formats are rejected. |
| Single file at a time | Only one import can run at a time per parent event record. |
| Column structure | The uploaded file must match the exported column structure exactly. Renaming sheets, rearranging columns, or changing the file format causes the import to fail. |
| Drop-down overflow | Fields exceeding the drop-down record limit are exported as plain text and must be entered manually in the exact expected format. |
| Protected fields | Protected fields like Number, Short description, and Activated plan are locked in Microsoft Excel. Even if sheet protection is removed, the import ignores or rejects edits to those fields. |
[Table 3. Import and export limitations]

{#using-export-import-feature-event-tasks__table_limitations_iexcel}

## Import and export integration reference {#using-export-import-feature-event-tasks__section_lkz_2sy_gjc}

For information on Import and export integration reference, see [Import and export integration reference](https://servicenow-prod.fluidtopics.net/W617d1xYlCLmflCh64UGoQ#import-export-reference "Use this reference to integrate the shared Microsoft Excel import and export library into your ServiceNow application. It lists the library components, configuration class methods, artifacts that you must create, and example code for export, import, and combined integrations.").
* **[Export data into Microsoft Excel and update the file](https://servicenow-prod.fluidtopics.net/7GPOZ9KNMq9_ozIQbTVBeQ)**   
  Export event task records to an Microsoft Excel file, edit the data offline, and re-import the updated file to apply changes in bulk. Use this task for updating multiple event task records simultaneously outside the ServiceNow interface.
* **[Import data from Microsoft Excel](https://servicenow-prod.fluidtopics.net/Np2BWzxpo2zOqTU4DIQRZg)**   
  Import data such as event task records from Microsoft Excel to apply changes in bulk. Use this task for updating multiple event task records simultaneously outside the ServiceNow interface.