Adding a Direct Link In ServiceNow Forms

ServiceNow is a powerful platform for managing various IT and business processes. Often, users filling out forms need quick access to supporting documentation, guidelines, or external resources. This article will guide you through the process of adding a permanent hyperlink directly to your ServiceNow forms, making it easier for users to find the information they need without navigating away from their tasks.

Understanding the Need for Form Links in ServiceNow

Imagine your team needs to submit a change request form. To ensure accuracy and adherence to protocols, they might need to consult a detailed change management process document. Instead of having to search for this document separately, wouldn't it be convenient if a direct link to it was available right on the form itself? This is precisely what we aim to achieve. Adding such links can significantly improve user experience, reduce errors, and streamline workflows within your ServiceNow instance.

Methods for Embedding Hyperlinks in ServiceNow Forms

There are a couple of effective ways to add a permanent hyperlink to your ServiceNow forms. Let's explore the recommended approaches:

Method 1: Utilizing Form Annotations with HTML

Form annotations provide a flexible way to add extra information or interactive elements directly onto a form. By leveraging the HTML annotation type, you can easily embed a clickable hyperlink. Here's how:

1. Navigate to Form Layout: While on the form you wish to modify (for example, the Change Request form), right-click on the form header. From the context menu, select Configure and then Form Layout.

2. Add a New Annotation: In the Form Layout editor, you'll see two sections: "Available" fields on the left and "Selected" fields on the right. Scroll down the "Available" section until you find Annotation. Select Annotation and click the Add button (the right-pointing arrow) to move it to the "Selected" section.

3. Position the Annotation: In the "Selected" section, you can drag and drop the newly added Annotation to the desired location on your form where you want the link to appear.

4. Configure the Annotation as HTML: Once the Annotation is in the desired position, save the Form Layout. Now, right-click on the form header again and select Configure followed by Form Design.

5. Edit the Annotation: In the Form Design interface, locate the Annotation you just added on the form preview. Click on it to open its properties in the right-hand pane.

6. Select HTML Type: In the properties pane, find the Annotation type field and change it to HTML.

7. Insert Your HTML Link: In the HTML field that appears, enter the HTML code for your hyperlink. For instance, if you want to link to a document titled "Change Management Guide" located at your_document_url.com, you would enter the following:

   HTML

8. The target="_blank" attribute ensures the link opens in a new browser window.

9. Save Your Changes: Click Save in the Form Design interface.

Now, when users open the Change Request form, they will see a clickable link labeled "Change Management Guide" in the location where you placed the annotation. Clicking this link will open the guide in a new tab, allowing them to easily refer to it while filling out the form.

Method 2: Utilizing the URL Field Type (Available in Madrid and later)

For instances running the Madrid release or later versions of ServiceNow, a dedicated URL field type is available, simplifying the process of adding links to forms.

1. Navigate to Form Layout: Similar to the previous method, right-click on the form header and select Configure followed by Form Layout.

2. Create a New Field: In the Form Layout editor, under the "Available" section, click the New button.

3. Define the Field: In the "New field" dialog box:

   • Set the Type to URL.

   • Enter a descriptive Label for the field, such as "Change Management Guide".

   • The Name will be automatically generated.

4. Add the Field to the Form: Once you've defined the field, click Add to move it to the "Selected" section in the Form Layout. Position it as desired on the form.

5. Set a Default Value (Optional but Recommended): To ensure the link is always present, you can set a default value for this field. Navigate to System Definition > Dictionary. Find the dictionary entry for the URL field you just created (you can search by the label). Open the dictionary entry and in the Default value field, enter the URL of your guide (e.g., your_document_url.com).

6. Make the Field Read-Only (Recommended): Since this field is intended as a reference and not for editing, it's best to make it read-only. In the same dictionary entry, check the Read only checkbox.

7. Update the Form Layout: Go back to the Form Layout editor for your form and ensure the new URL field is still in the "Selected" section. Save the Form Layout.

With this method, a field with the label you specified will appear on the form, containing a clickable hyperlink to the URL you defined as the default value.

Choosing the Right Method

Both methods effectively allow you to add hyperlinks to your ServiceNow forms. The Annotation with HTML method offers more flexibility in terms of placement and the ability to customize the link's appearance using HTML. The URL field type method provides a more straightforward approach, especially for newer ServiceNow instances, and integrates seamlessly with the platform's field management capabilities. Consider your specific requirements and the version of ServiceNow you are using when deciding which method to implement.

Conclusion: Empowering Users with Easy Access to Information

Adding direct hyperlinks to your ServiceNow forms is a simple yet powerful way to enhance user experience and improve process efficiency. By providing readily available access to relevant guides and resources, you empower your users to complete their tasks accurately and effectively. Whether you choose to utilize form annotations with HTML or leverage the dedicated URL field type, implementing these solutions will undoubtedly contribute to a more user-friendly and productive ServiceNow environment. Take the steps outlined in this article to integrate valuable reference links into your critical ServiceNow forms today.