Pre-requisites to enable policy redlining feature

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 3 minutes to read
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    Summary of Pre-requisites to Enable Policy Redlining Feature

    To utilize the policy redlining feature in the Compliance Workspace, specific configurations must be established. This feature is currently available only to ServiceNow cloud-based customers.

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    Key Features

    • Integration with cloud hosting services like Microsoft OneDrive, Microsoft SharePoint, and Google Drive.
    • Mandatory spokes for integration with O365 and Google Drive, including versions specified for optimal functionality.
    • Required Microsoft Azure App permissions for SharePoint integration.
    • Role requirements, including mpdocumentuser, for accessing document-related tables.

    Key Outcomes

    After configuring the necessary integrations and permissions, policy collaborators can effectively use the policy redlining feature to create, update, and manage policy documents within the Compliance Workspace. System administrators can facilitate this by establishing cloud connections, enabling system properties, and assigning the appropriate user roles.

    Certain configurations are required to be set up for policy collaborators to use the policy redlining feature in the Compliance Workspace.

    Important:

    Currently, the policy authoring and redlining feature is available exclusively to ServiceNow cloud-based customers.

    For Policy authoring – integration with O365, you require these spokes
    • Microsoft OneDrive Spoke – 2.1.1
    • Microsoft OneDrive Spoke for Document Service Framework – 1.0.5
    For Policy authoring – integration with Microsoft SharePoint, you require these spokes
    • Microsoft OneDrive spoke 2.3.1
    • Document services framework for OneDrive – 2.0.0
    For Policy authoring – integration with Google Drive, you require these spokes
    • Document Service Framework for Google Drive Spoke – 1.0.1
    • Google Drive Spoke – 1.4.1
    Note:
    Integration Hub entitlements included in the Compliance Workspace are for Policy authoring – integration with O365 and integration with Google Drive. Using Microsoft integration or Google Drive integration requires Integration Hub transactions not included in the Compliance Workspace product but requires an Automation Engine or Integration Hub entitlement.
    If you’re a policy collaborator wanting to use the policy redlining feature in the Compliance Workspace, then you must set up the following configurations.
    Note:
    You can establish a connection with only one of the following cloud hosting services: either Microsoft or Google Drive.

    Microsoft implies both Microsoft OneDrive and Microsoft SharePoint.

    Establish a connection with cloud hosting services
    Connection with Microsoft OneDrive
    You must first set up the Microsoft OneDrive to perform actions in Microsoft OneDrive from ServiceNow. For more information, see Setup Microsoft OneDrive for Document Services.
    Connection with Microsoft SharePoint
    You must first set up the Microsoft SharePoint to perform actions in Microsoft SharePoint site from ServiceNow. For more information, see Setup Microsoft OneDrive for Document Services.

    The Microsoft OneDrive setup configured in ServiceNow is the same as that is done for Microsoft SharePoint as well. However, the Microsoft Azure App permissions are mandatory for Microsoft SharePoint.

    Note:
    To perform policy redlining, you require minimum Microsoft Azure App permissions such as email, openid, profile, Files.ReadWrite, offline_access, User.Read, User.ReadBasic.All, Sites.ReadWrite.All.
    Connection with Google Drive
    To set up Google Drive as a cloud hosting service and to create or update the policy text document that resides in Google Drive, you must:
    1. Set up Google Drive spoke account.
    2. Integrate the Document Services with Google Drive. For more information, see Document Services Framework for Google Drive.
    Enable system properties to use policy redlining in Compliance Workspace
    1. Navigate to All > Policy and Compliance > Administration > GRC properties.
      1. To opt Microsoft OneDrive as your cloud hosting service, select One drive in the Select a file sharing service to host documents and attachments system property list.

        If you select None in the Select a file sharing service to host documents and attachments system property list, then you can import the policy text. For more information, see Import policy text for redlining.

      2. To opt Google Drive as your cloud hosting service, select Google drive in the Select a file sharing service to host documents and attachments system property list.
      3. To opt Microsoft SharePoint, select SharePoint in the Select a file sharing service to host documents and attachments system property list.
    2. Set the folder path that is to be created in Microsoft OneDrive in the Default folder path where documents and attachments will be located. You can organize files in sub-folders within this path system property list.
    Provide mp_document_user role
    The mp_document_user role is required to access policy redlining document-related tables. This role is required for users using the policy redlining feature to create, update, and delete the related documents.

    As a sys admin you can establish the cloud hosting connection, enable system properties, and provide the mp_document_user role and compliance user (sn_compliance.user) role for the policy redlining users.