You can share records through a Conditional Share if certain trigger conditions require that the record be sent through a different table map and/or target queue. For example you may use a Conditional Share if records related to software problems require a unique table map or target queue.
|v3.20.0 (Initial Version)||Users can now create trigger conditions that change the target queue and/or table map of a shared record (Conditional Shares).|
|Dubnium||Conditional Shares can be run on bulk shares with an additional option to specify what domain the bulk share is run in.|
|Domain and Company fields are added to determine which records will be shared. Users can choose a company and/or multiple domains to enhance their conditional share.|
Start by going to any dynamic share form or bulk share form and look under Additional Settings to see Conditional Share checkbox.
Note that when the “Conditional Share” option is selected, the Share only Sys IDs listed option will be disabled since the two options are mutually exclusive. Also, any conditions already set on the main bulk share form will be evaluated on each conditional share as well as the conditional share's own conditions.
Activating this field will remove the Table map and Target queue fields from the bulk/dynamic share form because these fields will be configured in a related list on the bottom of the form. The image below shows the related list along with two example conditions.
For bulk shares, each condition will send out a separate bulk share with all records matching that condition. This means that each record can be sent multiple times if they match multiple conditions (once in each bulk share).
For dynamic shares, if N conditions are met and each of them points to a different target queue, the same record will get sent out N times. In the example above, the dynamic share has two conditions with different target queues. If this record's short description contains the keyword “Conditional”, then the same record gets replicated to each queue:
To make a new Conditional Share click the “New” button to navigate to the Conditional Share form
Table: This is also a read-only field that is automatically populated.
Target Queue: Mandatory field that records will be sent to if they pass the trigger condition(s). For more information visit the shared queues page.
Use Table Map: Checking this field will display a Table Map field. Leaving this field unchecked will cause a record to send with native mappings.
Table Map: This field is used to map and/or transform the outbound ServiceNow field data for the record being replicated. For more information visit table maps page.
Domain: The domain to run the bulk share in. If left blank then the bulk share will be run in the current domain. The domain is also another condition the record must pass if provided. Multiple domains is available to better enhance the conditional share. When domain is provided, only those records that have the same domain will be shared.
Condition: The customizable trigger conditions. Create conditions that the record being shared must pass. Passing the conditions will cause the record to share out to the desired queue with the specified mapping.
Include child domains: Checking this field will also share out records in all child domains that match the conditions. For example, if the domain is set to TOP, records in TOP/MSP, TOP/ACME, and TOP/ACME/Default will also be shared. This field is only visible if a domain is currently selected.
Company: This field is another condition the record must pass if provided. If company is added, only those records that have the same company will be shared.