ServiceNow

An overview of the ServiceNow extension with Secoda

Getting Started with ServiceNow

ServiceNow is an extension that allows you to sync all access request status between Secoda and ServiceNow. There are three steps to getting started using ServiceNow with Secoda

Please note: Secoda relies heavily on email ids of the creator and reviewer of Access Requests. Thus, Secoda emails and ServiceNow emails must align.

Connect ServiceNow to Secoda

To connect your ServiceNow instance to Secoda:

1. In the Secoda app, navigate to Settings > Extensions.

2. Click Connect Extension and search for and select ServiceNow.

3. Choose your preferred authentication method:

   • Credentials (username + password), or

   • OAuth – follow this guide to retrieve your client_id and client_secret.

4. Fill in the Host field with your ServiceNow instance URL (e.g., https://devXXXXXX.service-now.com).

5. Provide the Form Table:

   • In ServiceNow, navigate to System Definition > Tables.

   • Use the Name of the form table you wish to use.

   • We recommend using a table that extends Request Task (check the Extends Table column).

6. Optionally fill in the Field Map to customize field mappings between Secoda and ServiceNow (see next section).

7. Click Submit to save the integration.

Creating your Field Map

The default Field Map is the following:

default_field_map = {
  "short_description": "short_description",  // displays the data request ID
  "description": "description",
  "secoda_request_id": "secoda_request_id",
  "status": "approval",
  "state": "state",
  "expires_at": "secoda_expires_at",
  "created_by": "opened_by",
  "assigned_to_group": "assignment_group",
  "assigned_to_user": "assigned_to",
  "created_at": "opened_at",
  "approved_at": "closed_at",
  "approved_by": "assigned_to",
  "rejected_at": "closed_at",
  "rejected_by": "assigned_to",
  "cancelled_at": "closed_at",
  "cancelled_by": "assigned_to",
  "approved_text": "work_notes",
  "rejected_text": "work_notes",
  "cancelled_text": "work_notes",
  "requested_text": "description",
  "approved_expires_at": "due_date",
  "requested_resources": "work_notes",
  "requested_expires_at": "due_date",
}

The left hand side values all represent Secoda fields, and the right hand side values represent the mapping to ServiceNow fields (must use the element name, not the label).

You can use the Field Map input when connecting the extension to modify this default field map. For example, if you want to store your status in a field called 'servicenow_status' instead, you can pass in the following to Field Map:

{'status': 'servicenow_status'}

We recommend configuring your ServiceNow form to use status values that match Secoda: "Requested", "Approved", and "Rejected".

Once the integration is connected, creating a new access request in Secoda will create a corresponding record in ServiceNow, and status changes in Secoda will reflect in ServiceNow automatically.

Creating a Webhook from ServiceNow

To send approval updates back to Secoda, we need to create a Webhook in ServiceNow.

1. In ServiceNow, navigate to System Definitions > Business Rules.

2. Click New to create a new record.

3. Fill in:

   • Name: A meaningful name (e.g., Secoda Access Update)

   • Table: Use the same table name you provided in the Form Table when connection the extension.

   • Check Advanced.

4. Under When to run:

   • Set When to async

   • Enable the Update checkbox

   • Set Filter Condition:

     • Approval is Approved OR

     • Approval is Rejected

5. Under Advanced, add the following script. Then you can enable the webhook by clicking Submit. Any updates on ServiceNow will also sync in Secoda!

(function executeRule(current, previous /*null when async*/) {
    var r = new sn_ws.RESTMessageV2();
    r.setEndpoint("https://app.secoda.co/integration/servicenow/webhook/");
    r.setHttpMethod("post");

    // Set headers
    r.setRequestHeader("Content-Type", "application/json");

    // Payload with just the sys_id
    var payload = {
        secoda_request_id: current.sys_id.toString(),
		reviewer_email: gs.getUser().getEmail(),
		status: current.approval.toString()
    };

    r.setRequestBody(JSON.stringify(payload));

    try {
        var response = r.execute();
        gs.info("Secoda webhook sent. Status: " + response.getStatusCode());
    } catch (ex) {
        gs.error("Failed to send Secoda webhook: " + ex.message);
    }