Functionality enhancements for the entities

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Functionality Enhancements for the Entities

    The latest updates for Governance, Risk, and Compliance (GRC) entities introduce several functionality enhancements to streamline operations and improve user experience. These updates include automated notifications, owner synchronization, and form design improvements that enhance data management and accountability.

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    Key Features

    • Email Notification: Users receive email alerts when the entity owner is updated or assigned, ensuring timely communication regarding ownership changes.
    • Auto-update Entity Owner: This feature allows for automatic synchronization of the entity owner with the reference field value. It is applicable only to entities created using the entity filter and where the owner field option is enabled.
    • Form Design Changes: Updates to the entity and entity filter forms require filling in the Entity class and Default owner fields, ensuring every entity has an assigned owner. The Department field has also been added for additional context.
    • Activity Journal: This journal logs all changes made to the fields, providing an audit trail of modifications.
    • Sync Owner with Source Field: This new UI action synchronizes the entity owner with its source record’s field value when discrepancies exist.
    • Sync Frequency Settings: Users can enable properties to synchronize the entity owner with the source record daily, weekly, or monthly. A maximum batch size for synchronization can also be set.

    Key Outcomes

    These enhancements are designed to improve entity management by ensuring accurate ownership records, providing essential notifications, and streamlining data entry processes. As a result, ServiceNow customers can expect better accountability, reduced manual errors, and enhanced operational efficiency within their GRC framework.

    You can configure some functionality enhancements for the entities as part of the GRC updates.

    The following enhancements are available for the entities:
    • Email notification: When you update the entity owner value or when you assign a new owner to an entity, an email notification is sent to the entity owner about the assignment of the entity.
    • Auto-update the entity owner: You can select the Auto-update owner option to keep the entity owner in synchronization with the value from its reference (source) field. See the following example.
      Figure 1. Auto-update entity owner option
      Auto-update the entity owner.

      The Auto-update owner option is visible only for those entities that you have created by using the entity filter and that you have enabled by using the Use owner field option in the filter.

      You can also view the Auto-update owner option on the entity form in the workspace view. See the following example.

      Figure 2. Entity form in the workspace view
      Entity form in the workspace view.
    • Form design changes: The following form design changes are introduced in the entity and entity filter forms.
      • You must fill in the Entity class and Default owner fields in the form as shown in the following example.
        Figure 3. Class and owner fields in the entity form
        Class and owner fields in the entity form.
      • You must fill in the Default owner field even if you have cleared the Use owner field as shown in the following example. This update ensures that every entity that has been created has an owner assigned to it.
        Figure 4. Default owner field
        Default owner field.
      • The Department field is added to the entity form. You can add context to an entity by selecting the department, location, and class fields.
      • The Auto-update owner and Source field for owner fields are displayed in the form. The Source field for owner is visible only if you have enabled the Auto-update owner field as shown in the following example.
        Figure 5. Auto-update owner and Source field for owner fields
        Source field for owner.
      • The Activity journal displays the log of the changes that are made to the fields as shown in the following example.
        Figure 6. Activity journal on the entity form
        Activity journal.
      • The new Sync owner with source field related link is displayed in the entity form as shown in the following example. It synchronizes the owner of an entity with its source record's field value. It is visible on the form only if the value of the source field and the owner of an entity are not in synchronization.
        Figure 7. Sync owner with source field UI action
        Sync owner with source field related link.

      • You can enable the Frequency of syncing the entity owner with the source record property under GRC properties to synchronize the entity owner with its source record on a daily, weekly, or monthly basis.

        You can enable the Maximum batch size while syncing the entity owner with that of its source record property under GRC properties to set the maximum batch size to an integer value. By doing this action, you synchronize the entity owner with its source record value.