How to Use Advanced Reference Qualifiers to Display Group Members in ServiceNow

Advanced Reference Qualifiers in ServiceNow enhance user experience by limiting choices in a reference field based on specific criteria. A common scenario involves restricting user selections to members of a particular group. This article provides clear, step-by-step instructions to set up reference qualifiers effectively.

Common Challenges When Setting Reference Qualifiers

When configuring reference fields in ServiceNow, a frequent requirement is to limit the displayed options to users belonging to a specific group. Users often encounter difficulties understanding how to implement this restriction, particularly whether they should use encoded queries or custom scripts.

Step-by-Step Guide to Implement Advanced Reference Qualifiers

Here’s how you can restrict a user reference field to display only members of a specific ServiceNow group:

Method 1: Using an Encoded Script (Recommended)

You can utilize an encoded JavaScript reference qualifier directly in the Reference field:

1. Navigate to your Record Producer or form:

   • Locate your reference field pointing to the User table.

2. Set the Reference Qualifier:

   • In the reference qualifier field, enter the following encoded JavaScript:

javascript:var gr = new GlideRecord('sys_user_grmember');
gr.addQuery('group', "<INSERT_GROUP_SYS_ID>");
gr.query();
var users = '';
while(gr.next()){
    users += gr.user.sys_id + ",";
}
"sys_idIN" + users;

Replace <INSERT_GROUP_SYS_ID> with the actual sys_id of your target group.

This script dynamically fetches all user sys_ids associated with the specified group and restricts the reference choices accordingly.

Method 2: Using a Custom Script Include

Alternatively, you can create a reusable, client-callable Script Include for greater flexibility:

1. Create the Script Include:

   • Navigate to System Definition > Script Includes, and create a new Script Include.

   • Set it to "Client callable."

var FilterUser = Class.create();
FilterUser.prototype = Object.extendsObject(AbstractAjaxProcessor, {
    filter: function(groupID){
        var userList = '';
        var gr = new GlideRecord('sys_user_grmember');
        gr.addQuery('group', groupID);
        gr.query();
        while(gr.next()) {
            userList += gr.user + ',';
        }
        return 'sys_idIN' + userList;
    },
    type: 'FilterUser'
});

2. Apply the Script Include in Reference Qualifier:

   • In the reference qualifier of your reference field, enter:

javascript:new FilterUser().filter('<INSERT_GROUP_SYS_ID>');

This method provides cleaner code management and reusability across multiple fields.

Alternative Solutions

While using a custom Script Include provides robustness and flexibility, the simpler encoded JavaScript method often suffices, especially for straightforward or one-time use cases.

Conclusion

Advanced Reference Qualifiers streamline user interactions by restricting reference field selections to specific criteria, such as group membership. Whether using a direct encoded query or a reusable Script Include, understanding these methods ensures efficient and effective ServiceNow configurations. Choose the method that best aligns with your scenario, ensuring clear and manageable reference qualifiers within your applications.