Where Are Flow Designer Flows, Subflows, and Actions Stored in ServiceNow?

ServiceNow Flow Designer is a powerful tool that simplifies automation by enabling users to create intuitive workflows without extensive coding. However, many ServiceNow administrators and developers often wonder where exactly the flows, subflows, and actions they create in Flow Designer are stored. Understanding these storage locations is crucial for managing, migrating, and troubleshooting Flow Designer components effectively.

In this article, we’ll clearly explain where flows, subflows, and actions reside in ServiceNow, highlight common use cases, and guide you through managing these records efficiently.

Understanding Flow Designer Storage Tables

Flow Designer uses specific system tables to store different components like flows, subflows, and actions. Here's a clear breakdown of these tables:

1. Flows and Subflows (sys_hub_flow)

Flows and subflows are both stored in a single table called sys_hub_flow. The differentiation between a flow and a subflow is managed by the "Flow Type" field within this table:

• Flow: Represents main processes intended for direct execution, triggered by specific conditions.

• Subflow: Represents independent or reusable processes that are called by other flows or subflows.

Knowing this distinction helps in quickly identifying, managing, and organizing flows and subflows within the ServiceNow environment.

Example:

• "User Account Creation" might be stored as a flow.

• "Send Welcome Email" would typically be stored as a subflow, reusable by multiple flows.

  
  

2. Actions (sys_hub_action_type_definition)

Flow Designer actions, which encapsulate specific tasks or operations, are stored in the sys_hub_action_type_definition table. Actions are standalone reusable components that flows or subflows can invoke.

Example:

• A "Create Incident" action, which can be called from various flows.

  
  

3. Relation Between Flows/Subflows and Actions (sys_hub_action_instance)

To understand which actions are associated with specific flows or subflows, ServiceNow maintains relationships in the sys_hub_action_instance table. This table tracks instances of actions used within particular flows or subflows, making it easy to audit or troubleshoot flow structures.

Practical Use Cases and Examples

Case 1: Migrating or Promoting Flows

If you're migrating flows between ServiceNow instances (like development to production), you'll need to export and import records primarily from the sys_hub_flow and sys_hub_action_type_definition tables. Understanding the structure of these tables simplifies this process and helps avoid migration issues.

Case 2: Auditing and Troubleshooting

Knowing these tables allows you to quickly locate and audit specific actions or flows if unexpected behavior occurs. For example, checking the sys_hub_action_instance table helps identify precisely which actions are causing performance bottlenecks or failures within flows.

Alternative Approaches

While direct access to these system tables is useful, ServiceNow recommends managing flows and actions primarily through the Flow Designer interface itself. Using Flow Designer ensures validation and maintains consistency and stability.

Conclusion

Flows, subflows, and actions in ServiceNow Flow Designer are systematically stored in clearly defined tables:

• Flows and Subflows: sys_hub_flow

• Actions: sys_hub_action_type_definition

• Relationships between Flows/Subflows and Actions: sys_hub_action_instance

Understanding these storage structures provides clarity, simplifies administration, enhances troubleshooting, and ensures smoother migrations across different ServiceNow environments.

Actionable Next Steps

• Familiarize yourself with the mentioned tables by exploring them within your ServiceNow instance.

• Regularly audit Flow Designer components to ensure accuracy and consistency.

• Incorporate awareness of these tables into your ServiceNow administration practices to enhance governance and efficiency.