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This section describes how to configure a ServiceNow server to allow the Aspire ServiceNow connector to retrieve security ACLs.

In order to follow the steps in this guide, a user with enough permissions to create custom tables and scheduled jobs in the ServiceNow server is required.

Custom tables creation

Two tables are required for the configuration of the server: An “ACL Tables” table and a “ACL Table Users” table:


  • Log in to your ServiceNow server instance.

  • In the “Filter Navigator” write the word “Tables”.

  • Under “System Definition”, select the option “Tables”.

  • In the “Tables” page, click on “New”.

  • In the “Tables – New Record” page, specify “ACL Tables” as the label of the table. The system will automatically assign the name of the table to “u_acl_tables”. It is very important that the name of this table be exactly that name so please double check it.

  • At the bottom of “Tables – New Record”, insert a new column with the name “Table”. Set “Type” to “String” and the “Display” value to “true”, then click the “Submit” button. 



  • Back to the “Tables” page, browse to the newly created “ACL Tables” table and set its “Extensible” attribute to “true”.


  • In the “Tables” page, click on “New” again.

  • In the “Tables – New Record” page, specify “ACL Table Users” as the label of the table. The system will automatically assign the name of the table to “u_acl_table_users”. It is very important that the name of this table be exactly that name so please double check this one as well.

  • In the “Extends Table” option browse and select the table we created previously (“ACL Tables”).

  • At the bottom of “Tables – New Record”, insert a new column with the name “User”. Set “Type” to “String” and the “Display” value to “true”, then click the “Submit” button.

  • You should now have two tables in the “Tables” page: “ACL Tables” and “ACL Table Users”. Verify the details circled in red and continue.

Scheduled job creation

We need a script to fill the ACLs tables and keep them updated. This script will be run with a ServiceNow Scheduled Job:

  • Go back to the “Filter Navigator” write “Scheduled Jobs”.


  • Under “System Definition”, select the option “Scheduled Jobs”.
  • In the “Scheduled Jobs” page, click on “New”.



  • On the “Automation Creator” page, select the “Automatically run a script of your choosing”.

  • On the “Scheduled Script Execution – New Record” page, specify a name for the job and set a schedule according to your needs or the need of your client. The script may be a long running script so plan accordingly.

  • On the “Run this script” section, copy and paste the following script:
// Retrieve all Knowledge Bases
var kbs_record = new GlideRecord('kb_knowledge_base');
kbs_record.addQuery('active',true);
kbs_record.query();
 
// Admin user is stored to restore it after impersonations
var adminUser = gs.getSession().getUserName().toString();
 
var user_record = null;
var kb_record = null;
 
var acl_tables_record = new GlideRecord('u_acl_tables');
var acl_table_users_record =  new GlideRecord('u_acl_table_users');
 
var kb_id = null;
 
// Each KB is inserted in the ACL Tables table
while(kbs_record.next()) {    
    kb_id = kbs_record.sys_id.toString();
   
   acl_tables_record.initialize();
acl_tables_record.addQuery('u_table', kb_id);
      acl_tables_record.query();
     
      // If the knowledge base record is not on the table, we add it
      if (!acl_tables_record.next()){
            acl_tables_record.u_table = kb_id;
            acl_tables_record.insert();
      }
     
 
    // For each KB, we verify if users are allowed to access it. If they do, a record is inserted in the ACL Table Users table
    user_record = new GlideRecord('sys_user');
    user_record.addQuery('active',true);
    user_record.query();
    while(user_record.next()) {
        var impersonateSuccess = gs.getSession().impersonate(user_record.user_name);
   
        if (impersonateSuccess){ 
            kb_record = new GlideRecord('kb_knowledge_base');           
                
           acl_table_users_record.initialize();
           acl_table_users_record.addQuery('u_table', kb_id);
           acl_table_users_record.addQuery('u_user', user_record.user_name);
                
                 // If the user has permissions, we add the record
            if (kb_record.get(kb_id) && kb_record.canRead()) {
                acl_table_users_record.query();
                      
                       // If the record is not already in the table, we add it
                       if (!acl_table_users_record.next())
                       {                     
                           acl_table_users_record.u_table = kb_id;
                            acl_table_users_record.u_user = user_record.user_name;
                         acl_table_users_record.insert();
                       }
            }
                 // If the user has no permissions, we try to remove the record
                 else
                 {
                 acl_table_users_record.deleteMultiple();
                 }
        }
     
        gs.getSession().impersonate(adminUser);
    }
}


  • Now click on the “Submit” button.


  • Congratulations! Your ServiceNow server is now configured to be used with our ServiceNow connector. 
    The connector will be able to query the table 'u_acl_table_users', using the Knowledge Base ID that every crawled document has, the result is a list of users with read permissions for that Knowledge Base.
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