Journey designer journey template reference
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Summary of Journey Designer Journey Template Reference
The Journey Designer journey template page provides essential information and management tools for plan configuration owners in ServiceNow. It enables administrators and designated users to manage journey templates effectively, ensuring smooth creation, approval, and publishing processes.
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Key Features
- Header Area: Displays the plan configuration name, description, and roles assigned by a ServiceNow administrator, including owners, co-owners, and approvers.
- Roles and Permissions:
- Owner: One primary owner with full control over the journey template.
- Co-owners: Multiple co-owners with the same capabilities as the owner to edit and publish configurations.
- Approvers: Responsible for reviewing and approving or rejecting changes; only one approval is required per change.
- Comments and Activity Tracking: Owners can add comments visible in the Activity tab, helping communicate special instructions or updates.
- Preview Options: Templates can be previewed as owners or as specified employees, depending on the audience type access, ensuring configurations meet expectations before publishing.
- Approval Process: Changes require approval before becoming visible; templates are locked during the approval process. Owners or co-owners may cancel approval requests if needed.
- Journey Template Components: The Overview tab displays modifiable components such as stages (logical containers of tasks), task templates (individual assignments), and the Activity tab (chronological change history).
- Email Notifications: Automated notifications are sent to owners, co-owners, and approvers based on specific events, including assignments, publishing requests, approval actions, cancellations, and reminders if approvals are delayed. Users with notifications disabled will not receive these emails.
Practical Benefits for ServiceNow Customers
- Efficiently manage and monitor journey templates with clear role assignments and permissions.
- Maintain transparency and communication through comments and activity tracking.
- Ensure quality and accuracy by previewing templates with relevant user roles before publishing.
- Streamline the approval process with clear mechanisms for approvals, rejections, and cancellations.
- Receive timely notifications to stay on top of approvals and changes, preventing delays in journey deployment.
The journey template page has information that is useful to the plan configuration owner.
Header area
The header of this page displays the plan configuration name and description and the following information.
A ServiceNow administrator assigns owners, co-owners, and approvers.
- Owner
- There can be only one primary owner of a journey template.
- Co-owners
- There can be multiple co-owners for a journey template. Co-owners have the same abilities of the owner to change and publish plan configurations.
- Approvers
- Approvers review and approve or reject changes to a journey template. Changes to a
journey template need only one approval.Tip:Owners can add comments that are displayed in the Activity tab of a plan configuration.
- From My tasks, open an Approval request.
- Select the link at the top of the request.
- In the plan configuration, select the Activity tab.
- Read the comments added by the owner to see if there are any special instructions.
- Preview
- Preview a template to make sure the changes you made are what you expected.
- Preview this template: Preview the template with the roles that are assigned to the owner.
- Preview as an employee: Preview the template with the roles assigned to the selected user.
Note:The plan configuration preview feature depends on whether the plan configuration owner has access to the selected Audience type. These Audience types are accessible to all plan configuration owners.- HR Profile
- HR Criteria
- Users
- Users Criteria
- Upload file
- Publish journey template
- The changes are visible after an approval by one approver. The template can't be
edited until after an approver either approves or rejects the approval
request.Note:Comments are visible as comments in the Activity tab.
- Cancel approval request
- The owner or any of the co-owners can cancel the approval request.
Journey template overview tab
The overview tab shows all the components of a journey that can be modified by owners.
- Stages
- A logical container of a journey that includes tasks that are assigned to employees, mentors, or managers.
- Task templates
- Individual tasks assigned to a user.
Activity tab
Displays the history of all the changes for a plan configuration in chronological order.
Email notifications
Owners, co-owners, and approvers can be the recipient of email notifications.
Note:
Users with Notification set to Disable won't receive any notifications.
| Email notifications are sent when | Email notification recipients are |
|---|---|
| An owner or co-owner is assigned to a plan configuration |
|
| An owner publishes a journey template for approval | Approver |
| An approver rejects a journey template approval request |
|
| An owner cancels or rescinds a journey template approval request | Approver |
| A journey template approval request is approved |
|
| It has been more than 3 days since a journey template was submitted for approval by the owner Note: Notifications are sent on the third day and every other day (that is, 5th, 7th, 9th days) until a response is
received. |
Approver |