Domain separation and Coaching

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Domain separation and Coaching

    Domain separation in Coaching allows ServiceNow customers to logically segregate data, processes, and administrative tasks into distinct domains. This separation controls user access and visibility, ensuring that coaches, trainees, and administrators only see data relevant to their assigned domain. The feature supports multi-tenant environments and helps maintain data integrity and security across different organizational units or customers.

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    Key Features

    • Supported tables include Coaching Opportunity, Coaching Assessment, Virtual Coach, and Trainings, all respecting domain boundaries.
    • No additional setup or configuration is required to enable domain separation in Coaching; it is supported out-of-the-box.
    • Domain and Domain Path columns identify the domain ownership of records, aiding administrators in managing and filtering data.
    • Coaching assessments extend the platform Task table and are domain-aware, restricting visibility to assigned domains.
    • Data separation extends to UI, cache keys, reporting, rollups, and aggregations, ensuring consistent domain isolation.

    Practical Use Cases

    • Coaching admins can create opportunities and assessments at parent or child domain levels; parent domain records are visible across all child domains.
    • Users can only view and interact with coaching assessments, trainings, and related tasks within their assigned domains.
    • Integration with external applications respects domain boundaries, requiring users to belong to the appropriate domain to associate external records.
    • Trainees can view coaching assessments from their domain, parent domains, or the global domain, facilitating hierarchical access.
    • Service providers using chat can ensure tenant customers see appropriate responses, supporting multi-tenant communications.

    Key Outcomes

    By leveraging domain separation in Coaching, ServiceNow customers can confidently manage coaching data and processes across multiple tenants or organizational units while maintaining strict data security and access controls. This enhances operational efficiency in multi-tenant or complex organizational environments, ensuring users only access relevant data and improving overall governance.

    Domain separation is supported in Coaching. Domain separation enables you to separate data, processes, and administrative tasks into logical groupings called domains. You can control several aspects of this separation, including which users can see and access data.

    Support level: Basic

    • Business logic: Ensure that data goes into the proper domain for the application’s service provider use cases.
    • The application supports domain separation at run time. The domain separation includes separation from the user interface, cache keys, reporting, rollups, and aggregations.
    • The owner of the instance must set up the application to function across multiple tenants.

    Sample use case: When a service provider (SP) uses chat to respond to a tenant-customer’s message, the customer must be able to see the SP's response.

    For more information on support levels, see Application support for domain separation.

    Domain Separation Overview

    All tables including Coaching Opportunity, Coaching Assessment, Virtual Coach, and Trainings support domain separation so the coach and Coaching admin can view records within the (tenant) domain to which they belong.

    How domain separation works in Coaching

    Domain separation is supported in Coaching with no setup or configuration required. You can create coaching opportunities and coaching assessments in separate domains, including the global domain.

    Coaching assessments extend the platform Task [task] table.

    When domain separation is implemented, coach and trainee users can view coaching assessments and trainings only in the domain assigned. The Domain and Domain Path columns are available for coaching opportunities, coaching assessments, virtual coaching, and trainings provided with the base system.

    The Domain column contains the name of the domain to which the event or alert belongs, and the Domain Path column contains the unique domain identifier.

    Note:
    If the domain column is not shown, click the Update Personalized List icon and add the required column. You can also add the domain path column, if desired.

    Domain-separated tables

    • Coaching Assessment [sn_coaching_assessment]
    • Coaching Opportunity [sn_coaching_opportunity]
    • Trainings [sn_coaching_recommendation]
    • Assigned Training [sn_coaching_assessment_recommended_learning]
    • Assigned Training [sn_coaching_opportunity_recommended_learning]
    • Virtual Coach [sn_coaching_opportunity_virtual_coach_m2m]
    • Virtual Coaching [sn_coaching_virtual_coach]

    Use cases

    • A Coaching admin that belongs to a parent domain creates a coaching opportunity at a parent domain level or at a child domain level. Coaching opportunities created at a parent level are available to view in all domains.
    • A Coaching admin has access to multiple domains but wants to update content in a record within a specific domain. The domain specified in the record drives the functionality of that record and reference fields.
    • A Coaching user that belongs to the Acme domain can view the coaching assessment task created in the Acme domain.
    • A Coaching user wants to associate an assigned training for an integrated application in the Acme domain. The user must belong to the domain of the integrated application from which a record is associated.
    • The trainee user of a parent domain can view a coaching assessment of the parent as well as of all child domains of that parent. A trainee user must belong to the Acme domain, its parent domain, or the global domain to view that coaching assessment.