Data filtration in ServiceNow is a means of restricting access to specific data stored within the platform. Filters on data and criteria for the subject can set an additional layer of security for the data present in ServiceNow by elaborating exactly what information should be displayed to which users.
By implementing custom data filtration, organizations can ensure that sensitive information is visible only to those who need it, thus maintaining privacy and compliance with data protection regulations.
In this blog, we’ll provide you with a step-by-step guide so you can implement ServiceNow data filtration with ease. Let’s begin!
The Challenge
Our customer needed to restrict access to HR emails so only HR Admins could see them, excluding System Admins and everyone else from that sensitive email loop. Managing lots of ACLs manually is ineffective and full of errors. Our challenge: The development of an automated, reliable system so that, in ServiceNow, only HR Admins receive HR emails.
The Solution
To address this challenge, we implemented a Data Filtration plugin in ServiceNow. To use the plugin you need to follow the steps mentioned below.
Step 1: Install the plugin
Firstly, you need to install the Data Filtration plugin. You can do that by visiting com.glide.data_filtration.
Once the plugin is installed, we can go to “Data Filtration” and see the Application menu and modules that are added to the instance.
Step 2: Creating a Data Filtration Record
From here you need to create a data filtration record. This can be done by opening the “Table” drop-down menu and choosing the “sys_email” option.
Step 3: Adding Subject Condition
The subject condition specifies which users should be able to see the specified data. It can be of three types:
- IP filter Criteria
- Role Filter Criteria
- Group Filter Criteria
- Subject Criteria
In our case, we can either add a role criterion where we add the HR Admin role or filter by group.
Step 4: Adding Data Condition
Simple filters can help you specify the data which needs to be protected.
Conclusion
By implementing a custom data filtration solution in ServiceNow, we at Mobiz raised the level of data security for clients in the way that management of these sensitive HR emails is accessible only by authorized HR admins.
This streamlined the data access process, reduced the risk of unauthorized exposure, and was easier to implement. Get in touch with us today and learn more about how we can help you harness data filtration in ServiceNow.