Manage notifications for CMDB Data Manager
Summarize
Summary of Manage notifications for CMDB Data Manager
The CMDB Data Manager sends various email notifications to administrators, task assignees, and approvers regarding policy execution outcomes, task lifecycle events, and pending actions. These notifications are event-driven and automatically triggered based on specific conditions without requiring special configuration. Notification recipients are determined by roles, task assignments, approval group memberships, or configurable user groups.
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Notification Control and Configuration
Several system properties influence notification behavior, including:
- cmdb.data.manager.stale.tasks.notifications.frequency – Controls the frequency of reminders for stale tasks.
- sncmdbws.cmdb.dm.policytypes.duedatenotification – Manages due date reminder notifications.
- sncmdbws.glide.cmdb.datamanager.rejected.task.notifications.group – Defines the group to receive rejected task notifications.
- cmdb.data.manager.stale.task.life.in.days – Specifies the lifespan of stale tasks for notifications.
These properties can be reviewed and adjusted on the CMDB Data Manager Settings page or relevant system property records.
Types of Notifications and Their Recipients
- Policy Failure Notifications: Alert datamanageradmin role users when a CMDB Data Manager policy or task subflow fails during execution.
- Action Required: Periodic reminders for open tasks requiring review, sent to approval approvers based on approval records and configured frequency.
- Approval Requests: Notifications sent to approval group members when tasks are ready for review, depending on policy configuration that requires review.
- Due Date Reminders: Sent to assigned users before task due dates and when due dates have been breached, with managers also notified on breaches.
- Attestation Task Completion: Sent to datamanageradmin role users when attestation tasks are closed or submitted, including CI summary details.
- Task Rejections: Sent to a configurable group or fallback to datamanageradmin role when tasks are rejected during review, including rejection reasons.
- Task Assignment: Notifications sent to users assigned to tasks or their groups when tasks are created or reassigned.
- Unassigned Tasks: Notifications sent to the Data Manager Admin group when tasks are created without an assignment, prompting user assignment.
Practical Benefits for ServiceNow Customers
These automated notifications ensure CMDB Data Manager users stay informed about critical events such as policy failures, task reviews, approvals, and due dates. By leveraging role-based and group-based recipient determination, customers can efficiently manage task ownership and compliance. Adjusting system properties allows tailoring notification frequency and recipients to align with organizational processes, improving responsiveness and data quality management within the CMDB.
The CMDB Data Manager supports several types of notifications that alert administrators, task assignees, and approvers about policy execution outcomes, task life-cycle events, and pending actions. All notifications are delivered via email using ServiceNow® event-driven email actions.
- cmdb.data.manager.stale.tasks.notifications.frequency
- sn_cmdb_ws.cmdb.dm.policy_types.due_date_notification
- sn_cmdb_ws.glide.cmdb.data_manager.rejected.task.notifications.group
- cmdb.data.manager.stale.task.life.in.days
Most notifications don't require special configuration and trigger automatically when their specified conditions are met. Recipients are determined by role (such as data_manager_admin), task assignment, approval group membership, or a configurable user group. For information about the Run policy scheduled job as, Run as, and other policy setting, see Create a CMDB Data Manager policy.
Notifications
- FAILED: A CMDB Data Manager policy has failed to run
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Trigger conditions Evaluation of a CMDB Data Manager policy encountered an error during execution. Recipients - Users with data_manager_admin role
- The policy's Run as user
Configuration None - FAILED: A CMDB Data Manager task has failed
- The notification email includes a link to the policy and failure details from the task close notes.
Trigger conditions A task's associated subflow failed during execution. Recipients - Users with data_manager_admin role
- The policy's Run as user
Configuration None - ACTION REQUIRED: A CMDB Data Manager task needs review
- The periodic (based on settings) email reminders contain the task number, creation date, and a link to the task.
Trigger conditions A task is open with no recent notifications within the configured frequency window. Recipients The task's approval approvers, based on records in the Approvals [sysapproval_approver] table, where State=Requested. Configuration Properties in the CMDB Data Manager Settings page:- cmdb.data.manager.stale.tasks.notifications.frequency
- cmdb.data.manager.stale.task.life.in.days
- cmdb_data_management_task {task number} Approval Request
- Sending this notification depends on whether the policy type is configured to require a review. For information about the Needs review field, see Create a CMDB Data Manager policy.
Trigger conditions Task ready for approvals. Recipients Approval group members determined by the policy configuration. Configuration None - Due date is approaching for ${number}
-
Trigger conditions An active task that has a due date, and which is assigned. Sends reminder notifications at milestone intervals before due date. Recipients The assigned_to user. Configuration Property in the CMDB Data Manager Settings page: sn_cmdb_ws.cmdb.dm.policy_types.due_date_notification. - Due date breached for ${number}
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Trigger conditions An open task with a due date that has passed. Recipients - assigned_to user
- assigned_to.manager
Configuration Property in the CMDB Data Manager Settings page: sn_cmdb_ws.cmdb.dm.policy_types.due_date_notification. - CMDB Attestation task ${number} completed
- Email notification includes a CI summary (total, attested, rejected counts), who completed the task, and when.
Trigger conditions User closes/submits an attestation task in the workspace. Recipients Users with data_manager_admin role. Configuration None - CMDB Data Manager task ${number} rejected
- Email notification includes rejection reason/comments and task link. This notification applies to all policy types.
Trigger conditions User rejects a task during a review in the workspace. Recipients - Members of group configured in system properties: sn_cmdb_ws.glide.cmdb.data_manager.rejected.task.notifications.group
- Falls back to data_manager_admin role if no group is set.
Configuration System property sn_cmdb_ws.glide.cmdb.data_manager.rejected.task.notifications.group. - CMDB Data Manager task {task_number} has been assigned to you/to a group you belong to
- The notification email lists the newly created task with links to the task details view in CMDB Workspace or Service Graph Workspace.
Trigger conditions Policy execution is completed and tasks are created with assignment or reassignment. Recipients Users that are assigned to this task and which belong to the assignment group. Configuration None - An unassigned CMDB Data Manager task {task_number} has been created
- The notification email lists the newly created task with links to the task detail view in CMDB Workspace or Service Graph Workspace. The 'Data Manager Admin' is an empty placeholder group which has data manager admin role and the
user is requested to assign the task by adding the intended recipient users to this group.
Trigger conditions Policy execution completes and tasks are created without assignment. Recipients Users in the 'Data Manager Admin' group, as specified in the base system. Configuration None