Manage decision tables in Excel

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read
    • Summarize
    Summarized using AI
    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 Manage Decision Tables in Excel

    This guide outlines how to manage large decision tables in Excel for enhanced productivity outside the ServiceNow AI Platform. You can export decision tables, edit them in Excel, and then import the modified tables back into Decision Builder in Workflow Studio.

    Show full answer Show less

    Key Features

    • Exporting Decision Tables: After creating your decision table, export it to .xlsx format to access a worksheet with the table and another with instructions.
    • Editing in Excel: Edit decision rules, including adding, removing, and reordering them. Note that any advanced rows will be read-only.
    • Conditions and Results: Build conditions using specific operators and values. Ensure headers remain unchanged and avoid modifying unsupported columns.
    • Importing Changes: Import the modified Excel file back into Decision Builder. The import process validates changes, offering either successful imports or error reports to facilitate corrections.
    • History Tracking: View the export and import history, including user actions and timestamps, with the option to download relevant files.

    Key Outcomes

    Utilizing Excel for decision table management allows for quicker modifications and delegation of tasks among team members. Successful imports lead to updated decision tables, while error reports guide necessary adjustments to ensure proper functionality. Be aware of specific limitations regarding unsupported conditions and localization features to optimize your use of this functionality.

    If you have large decision tables to build or want to enhance decision tables outside of the ServiceNow AI Platform, manage them in Excel. Export a decision table to an Excel file, edit the downloaded file to add and edit rows, and then import the file back into Decision Builder in Workflow Studio.

    Exporting a decision table to Excel

    After creating and saving inputs, condition columns, and result columns, export a decision table to Excel in .xlsx format by selecting Export. The exported file contains two worksheets: One with the decision table and the other with instructions on how to build decision rows and prevent import errors.

    Editing your decision tables in Excel can help you build large tables more quickly. It also gives you the ability to assign the structural setup to a developer, and then delegate rule authoring to someone else, who could fill it out in Excel.

    Note:
    If you have any advanced rows in your decision table when you export to Excel, these rows are read-only and cannot be edited in Excel. You can edit the rest of the table in Excel and import it back into Decision Builder.

    Modifying the decision table in Excel

    After you export a decision table to Excel, you can add, remove, edit, or reorder decision rules. Follow these directions to build your decision table.
    • Build conditions using the operator and value columns.
      • In each Operator cell, choose the relevant operator from the drop-down list. The operator list is specific to the condition column field type.
      • In each Value cell, enter or select the condition value, following the format guidance from the instructions sheet.
      • When building date, due date, date/time, reference, or choice conditions, you can select a value from the drop-down list.
    • Specify result values.
      • In each Result cell, enter the result value.
      • For reference or choice results, select a result value from the drop-down list.
    Consider the following limitations when modifying a decision table in Excel.
    • Use Excel to add, remove, or edit decision rules, but do not use Excel to add or modify condition columns or result columns.
    • Edit only cells in the Condition and Result columns. During the import, any data entered to the right of these columns are ignored.
    • Retain the headers in the exported file, and do not modify them in any way.
    • Modify only the original exported file in Excel. Do not copy and paste the contents of an exported file into a new Excel file. However, the original file can be renamed.
    • Ensure that there are no empty rows. Any entry after five consecutive empty rows is ignored.

    Importing an Excel file to Decision Builder

    Note:
    The import option is only available after you export the decision table to Excel.
    During the import process, all the modifications in the Excel file are validated before your changes are imported to Decision Builder. The following outcomes are possible while attempting to import.
    • Successful import: The Excel file import is successful. The Import window closes automatically, and your decision table is updated with the imported data. Save your changes before continuing.
    • Failed import: The Excel file import has failed. Download the Error.xlsx file that contains the detailed description about the errors and how to fix them. After fixing the errors, follow the import process and import the corrected error file.

    View export and import history

    View the export and import history of a decision table in the History sidebar. Each entry displays the name of the user who imported or exported the file and the timestamp.

    You can download the relevant Excel file based on the history type: The exported file (Export Successful), the imported file (Import Successful), or the error file (Import Failed). History records are not created when you select Cancel in the import window.

    Limitations

    The following are scenarios when you cannot modify a decision table in Excel.
    • Decision table does not contain a conditions column.
    • Decision table has unsaved changes.
    • Decision table has condition columns with unsupported field types.
    • Decision table has a condition column that is related to an inactive input.
    Note:
    The Localization Framework is integrated in decision tables. However, because the Edit in Excel feature doesn’t support localization, you cannot use this feature in any instance that doesn't use English.