States and UI actions for a BCP

  • Release version: Xanadu
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of States and UI actions for a BCP

    This guide outlines the various states and corresponding user interface (UI) actions involved in managing a Business Continuity Plan (BCP) within ServiceNow. It explains how to create, review, approve, archive, and edit BCPs, ensuring that users can effectively track and control the lifecycle of their plans.

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    States and Associated UI Actions

    • Draft: When a new BCP is created (via the Create New Plan form or the Planning section), it starts in Draft state. Users can add detailed information across multiple tabs, including scope, documentation, recovery teams, and tasks.
    • In review: Selecting Submit for review transitions the BCP to this state for initial evaluation.
    • Pending approval: After review, selecting Submit for approval moves the BCP to this state awaiting final approval.
    • Approved: Approving the BCP locks it from further edits. The plan’s progression through states can be viewed in the Overview tab.
    • Archived: Users can archive an approved or completed BCP by selecting Archive. Starting with BCM release 9.0.x, archived BCPs can be reverted back to Draft by selecting the Edit button.
    • Returned: If a BCP is rejected, selecting Reject sets it to Returned state, where it remains editable.

    Additional UI Actions

    • Generate PDF: Users can download a PDF version of the BCP for offline reference, available in the Activity panel of the Details tab.
    • Copy: Allows saving a copy of the BCP PDF to use as a template for future plans.
    • 360º view: Visualizes the BCP’s relationships including name, scope, related plans, and tasks, providing a comprehensive overview.
    • Delete: Permanently removes the BCP from the system.
    • Edit and Save: Enable modifications to the BCP when it is not in the Approved state or after reverting from Archived to Draft.

    Practical Benefits

    Understanding these states and UI actions enables ServiceNow customers to effectively manage the lifecycle of their business continuity plans, ensuring proper review, approval, and maintenance. The ability to generate PDFs, visualize relationships, and revert archived plans enhances usability and control over critical continuity documentation.

    When you create a business continuity plan (BCP), certain UI actions are associated with each state.

    States and UI actions that are associated with a business continuity plan

    The states and UI actions that are associated with a business continuity plan are described in the following table.

    Table 1. UI actions and States associated with a business continuity plan
    Updated state of the BCP UI action Description
    Draft

    In business continuity plan record Lists view, select New.

    Note:
    You can also navigate to the Planning section of the Home page and select Create BIA.

    When you select New in the Create New Plan form or Create BIA in the Home page, a record is created in the Draft state by default.

    On the Details tab, add details of the business continuity plan. Add details on the following tabs:
    • Scope
    • Documentation
    • Related plans
    • Recovery teams
    • Loss scenarios
    • Recovery tasks
    In review Select Submit for review.

    When you select Submit for review in the Create New Plan form, the state of the business continuity plan is updated to In review.
    Pending approval Select Submit for approval.

    When you select Submit for approval in the Create New Plan form, the state of the business continuity plan is updated to Pending approval.
    Approved Select Approve.

    When you select Approve in the Create New Plan form, the state of the business continuity plan is updated to Approved. The Overview tab displays the progression of the states for the business continuity plan.

    When the business continuity plan is in the Approved state, you cannot edit it further.
    Archived In the Create New Plan form, select Archive.

    When you select Archive in the Create New Plan form, the state of the business continuity plan is updated to Archived.

    Starting with BCM release 9.0.x, you can revert an archived business continuity plan (BCP) to the Draft state by selecting the Edit button on the form.

    You can perform the following additional UI actions in the Create New Plan form:
    Generate PDF

    Download the PDF of the business continuity plan for reference. The PDF attachment is available in the Activity panel of the Details tab.

    For information on generating the PDF of a business impact analysis, see Generate BCP reports in PDF or Microsoft Word format.

    Copy
    Save a copy of the PDF of the business impact analysis for future reference as a template.
    360º view
    Visualize the 360º representation of the business continuity plan such as its name, scope, related plans, and related tasks. To view 360º relationships of a business continuity plan, see Visualize 360° relationships for the BCP.
    Delete
    Delete the continuity plan.
    Edit
    Edit the business continuity plan.
    Save
    Save the business continuity plan.
    Returned Select Reject.

    When the BCP is rejected, it is set to Returned. You can edit the business continuity plan in the Returned state.