user-provisioning

User Provisioning

Overview

This skill provides comprehensive guidance for ServiceNow user lifecycle management:

• Creating new user accounts with proper attributes
• Assigning roles based on job function
• Managing group memberships
• Handling user deprovisioning and offboarding
• Bulk user operations

When to use: When onboarding new employees, changing user access, or offboarding departing employees.

Who should use this: System administrators, security administrators, and HR system integrators.

Prerequisites

• Roles: admin, user_admin, or security_admin
• Access: sys_user, sys_user_group, sys_user_grmember, sys_user_has_role tables
• Knowledge: Understanding of your organization's role and group structure
• LDAP/SSO: If integrated, understand which attributes are managed externally

Key Tables

Table	Purpose
sys_user	User records
sys_user_group	Group definitions
sys_user_grmember	Group membership associations
sys_user_has_role	Direct role assignments
sys_user_role	Role definitions
sys_group_has_role	Roles assigned to groups

Procedure

Phase 1: User Creation

Step 1.1: Gather User Information

Required fields for new user creation:

Field	Description	Example
user_name	Unique login ID	jsmith
first_name	First name	John
last_name	Last name	Smith
email	Email address	[email protected]
employee_number	Employee ID	EMP-12345
department	Department reference	IT Operations
manager	Manager reference	Manager's sys_id

Step 1.2: Check for Existing User

Before creating, verify user doesn't already exist.

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user
  query: user_name=jsmith^[email protected]
  fields: sys_id,user_name,email,active
  limit: 5

If user exists, proceed to role/group assignment instead.

Step 1.3: Create User Account

Using MCP:

Tool: SN-Create-Record
Parameters:
  table_name: sys_user
  data:
    user_name: jsmith
    first_name: John
    last_name: Smith
    email: [email protected]
    employee_number: EMP-12345
    title: Software Developer
    department: [department_sys_id]
    manager: [manager_sys_id]
    location: [location_sys_id]
    company: [company_sys_id]
    phone: "+1-555-123-4567"
    mobile_phone: "+1-555-987-6543"
    active: true
    locked_out: false
    password_needs_reset: true
    notification: 2  # Email notifications enabled

Using REST API:

POST /api/now/table/sys_user
Content-Type: application/json

{
  "user_name": "jsmith",
  "first_name": "John",
  "last_name": "Smith",
  "email": "[email protected]",
  "employee_number": "EMP-12345",
  "active": "true",
  "password_needs_reset": "true"
}

Step 1.4: Set Initial Password

Using MCP (Background Script):

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var user = new GlideRecord('sys_user');
    user.get('user_name', 'jsmith');

    // Generate random password
    var password = GlideSecureRandomUtil.getSecureRandomString(16);
    user.setDisplayValue('user_password', password);
    user.password_needs_reset = true;
    user.update();

    // Send welcome email (optional)
    gs.eventQueue('user.created', user, password, '');

    gs.info('User created. Initial password set. User will be prompted to reset on first login.');
  description: Set initial password for new user

Phase 2: Role Assignment

Step 2.1: Understand Role Hierarchy

Common ServiceNow roles:

Role	Description	Typical Users
itil	ITSM operations	Help desk, technicians
admin	Full administrative access	System admins
approver_user	Approval capabilities	Managers
catalog_admin	Catalog management	Catalog owners
knowledge	Knowledge base access	KB contributors
asset	Asset management	Asset managers
change_manager	Change management	Change managers
problem_manager	Problem management	Problem managers

Step 2.2: Query Available Roles

Find Roles:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_role
  query: active=true
  fields: sys_id,name,description,suffix
  limit: 50

Find Role by Name:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_role
  query: name=itil
  fields: sys_id,name,description
  limit: 1

Step 2.3: Assign Role to User

Direct Role Assignment:

Tool: SN-Create-Record
Parameters:
  table_name: sys_user_has_role
  data:
    user: [user_sys_id]
    role: [role_sys_id]
    state: active
    inherited: false

Assign Multiple Roles (Batch):

Tool: SN-Batch-Create
Parameters:
  records:
    - table_name: sys_user_has_role
      data:
        user: [user_sys_id]
        role: [itil_role_sys_id]
    - table_name: sys_user_has_role
      data:
        user: [user_sys_id]
        role: [knowledge_role_sys_id]
    - table_name: sys_user_has_role
      data:
        user: [user_sys_id]
        role: [approver_user_role_sys_id]

Step 2.4: Verify Role Assignment

Check User's Roles:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_has_role
  query: user=[user_sys_id]^state=active
  fields: role,role.name,inherited,granted_by
  limit: 50

Phase 3: Group Membership

Step 3.1: List Available Groups

Using MCP:

Tool: SN-List-SysUserGroups
Parameters:
  limit: 100

Or query with filters:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_group
  query: active=true^type=itil
  fields: sys_id,name,description,manager,email
  limit: 50

Step 3.2: Add User to Group

Single Group Assignment:

Tool: SN-Create-Record
Parameters:
  table_name: sys_user_grmember
  data:
    user: [user_sys_id]
    group: [group_sys_id]

Multiple Group Assignments (Batch):

Tool: SN-Batch-Create
Parameters:
  records:
    - table_name: sys_user_grmember
      data:
        user: [user_sys_id]
        group: [network_support_group_sys_id]
    - table_name: sys_user_grmember
      data:
        user: [user_sys_id]
        group: [it_operations_group_sys_id]
    - table_name: sys_user_grmember
      data:
        user: [user_sys_id]
        group: [change_advisory_board_sys_id]

Step 3.3: Verify Group Membership

Check User's Groups:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_grmember
  query: user=[user_sys_id]
  fields: group,group.name,group.type
  limit: 50

Check Group Members:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_grmember
  query: group=[group_sys_id]
  fields: user,user.name,user.email
  limit: 100

Phase 4: Role-Based Provisioning Templates

Step 4.1: Define Role Templates

Create standardized provisioning for common job functions:

IT Support Technician Template:

Roles: itil, knowledge
Groups: Service Desk, IT Support Tier 1
Notification: Email enabled

IT Manager Template:

Roles: itil, approver_user, report_user
Groups: IT Management, Change Advisory Board
Notification: Email enabled

Developer Template:

Roles: itil, personalize_dictionary
Groups: Development Team, Testing
Notification: Email enabled

Step 4.2: Automated Provisioning Script

Provision by Template:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var userSysId = '[user_sys_id]';
    var template = 'IT_SUPPORT_TECHNICIAN';

    var templates = {
      'IT_SUPPORT_TECHNICIAN': {
        roles: ['itil', 'knowledge'],
        groups: ['Service Desk', 'IT Support Tier 1']
      },
      'IT_MANAGER': {
        roles: ['itil', 'approver_user', 'report_user'],
        groups: ['IT Management', 'Change Advisory Board']
      },
      'DEVELOPER': {
        roles: ['itil', 'personalize_dictionary'],
        groups: ['Development Team', 'Testing']
      }
    };

    var config = templates[template];
    if (!config) {
      gs.error('Unknown template: ' + template);
      return;
    }

    // Assign roles
    config.roles.forEach(function(roleName) {
      var role = new GlideRecord('sys_user_role');
      role.addQuery('name', roleName);
      role.query();
      if (role.next()) {
        var userRole = new GlideRecord('sys_user_has_role');
        userRole.initialize();
        userRole.user = userSysId;
        userRole.role = role.sys_id;
        userRole.insert();
        gs.info('Assigned role: ' + roleName);
      }
    });

    // Assign groups
    config.groups.forEach(function(groupName) {
      var group = new GlideRecord('sys_user_group');
      group.addQuery('name', groupName);
      group.query();
      if (group.next()) {
        var membership = new GlideRecord('sys_user_grmember');
        membership.initialize();
        membership.user = userSysId;
        membership.group = group.sys_id;
        membership.insert();
        gs.info('Added to group: ' + groupName);
      }
    });

    gs.info('Provisioning complete for template: ' + template);
  description: Provision user by job template

Phase 5: User Modification

Step 5.1: Update User Attributes

Update User Record:

Tool: SN-Update-Record
Parameters:
  table_name: sys_user
  sys_id: [user_sys_id]
  data:
    title: Senior Software Developer
    department: [new_department_sys_id]
    manager: [new_manager_sys_id]
    location: [new_location_sys_id]

Step 5.2: Transfer User to New Group

Remove from Old Group:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_grmember
  query: user=[user_sys_id]^group=[old_group_sys_id]
  fields: sys_id
  limit: 1

# Then delete:
Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var gr = new GlideRecord('sys_user_grmember');
    gr.get('[membership_sys_id]');
    gr.deleteRecord();
  description: Remove user from group

Add to New Group:

Tool: SN-Create-Record
Parameters:
  table_name: sys_user_grmember
  data:
    user: [user_sys_id]
    group: [new_group_sys_id]

Step 5.3: Role Elevation/Removal

Remove Role:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_has_role
  query: user=[user_sys_id]^role=[role_sys_id]
  fields: sys_id
  limit: 1

# Then deactivate (preferred) or delete:
Tool: SN-Update-Record
Parameters:
  table_name: sys_user_has_role
  sys_id: [user_role_sys_id]
  data:
    state: revoked

Phase 6: Deprovisioning/Offboarding

Step 6.1: Immediate Actions

When an employee departs, take these steps immediately:

1. Deactivate User Account:

Tool: SN-Update-Record
Parameters:
  table_name: sys_user
  sys_id: [user_sys_id]
  data:
    active: false
    locked_out: true

2. Revoke All Roles:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var userSysId = '[user_sys_id]';

    var gr = new GlideRecord('sys_user_has_role');
    gr.addQuery('user', userSysId);
    gr.addQuery('state', 'active');
    gr.query();

    var count = 0;
    while (gr.next()) {
      gr.state = 'revoked';
      gr.update();
      count++;
    }
    gs.info('Revoked ' + count + ' roles for user');
  description: Revoke all user roles

3. Remove from All Groups:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var userSysId = '[user_sys_id]';

    var gr = new GlideRecord('sys_user_grmember');
    gr.addQuery('user', userSysId);
    gr.query();

    var count = 0;
    while (gr.next()) {
      gr.deleteRecord();
      count++;
    }
    gs.info('Removed user from ' + count + ' groups');
  description: Remove user from all groups

Step 6.2: Reassign Owned Records

Find Records Owned by User:

Tool: SN-Query-Table
Parameters:
  table_name: incident
  query: assigned_to=[user_sys_id]^active=true
  fields: number,short_description,state
  limit: 100

Tool: SN-Query-Table
Parameters:
  table_name: change_request
  query: assigned_to=[user_sys_id]^stateNOT IN3,4,7
  fields: number,short_description,state
  limit: 100

Bulk Reassignment:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var departingUser = '[departing_user_sys_id]';
    var newAssignee = '[new_assignee_sys_id]';
    var tables = ['incident', 'change_request', 'problem', 'sc_task'];

    tables.forEach(function(tableName) {
      var gr = new GlideRecord(tableName);
      gr.addQuery('assigned_to', departingUser);
      gr.addQuery('active', true);
      gr.query();

      var count = 0;
      while (gr.next()) {
        gr.assigned_to = newAssignee;
        gr.work_notes = 'Reassigned due to employee departure';
        gr.update();
        count++;
      }
      gs.info('Reassigned ' + count + ' ' + tableName + ' records');
    });
  description: Reassign all active records from departing user

Step 6.3: Document Offboarding

Create Offboarding Record:

Tool: SN-Create-Record
Parameters:
  table_name: sys_user_task
  data:
    short_description: "Offboarding: [User Name] - [Employee ID]"
    description: |
      Employee Offboarding Checklist:

      [x] User account deactivated
      [x] All roles revoked
      [x] Removed from all groups
      [x] Active tickets reassigned

      Departure Date: 2026-02-06
      Reason: [Resignation/Termination/Transfer]

      IT Actions:
      - [ ] VPN access revoked
      - [ ] Email forwarding configured
      - [ ] Hardware returned
      - [ ] Access badges collected

      Manager: [Manager Name]
      HR Contact: [HR Name]
    assigned_to: [hr_admin_sys_id]
    priority: 2

Phase 7: Bulk Operations

Step 7.1: Bulk User Creation

Create Multiple Users:

Tool: SN-Batch-Create
Parameters:
  records:
    - table_name: sys_user
      data:
        user_name: user1
        first_name: Alice
        last_name: Johnson
        email: [email protected]
        active: true
    - table_name: sys_user
      data:
        user_name: user2
        first_name: Bob
        last_name: Williams
        email: [email protected]
        active: true
    - table_name: sys_user
      data:
        user_name: user3
        first_name: Carol
        last_name: Davis
        email: [email protected]
        active: true

Step 7.2: Bulk Role Assignment

Assign Role to Multiple Users:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var userIds = ['[user1_sys_id]', '[user2_sys_id]', '[user3_sys_id]'];
    var roleName = 'itil';

    var role = new GlideRecord('sys_user_role');
    role.addQuery('name', roleName);
    role.query();

    if (role.next()) {
      userIds.forEach(function(userId) {
        var userRole = new GlideRecord('sys_user_has_role');
        userRole.initialize();
        userRole.user = userId;
        userRole.role = role.sys_id;
        userRole.insert();
      });
      gs.info('Assigned ' + roleName + ' role to ' + userIds.length + ' users');
    }
  description: Bulk role assignment

Step 7.3: Bulk Group Membership

Add Multiple Users to Group:

Tool: SN-Execute-Background-Script
Parameters:
  script: |
    var groupName = 'Network Support';
    var userIds = ['[user1_sys_id]', '[user2_sys_id]', '[user3_sys_id]'];

    var group = new GlideRecord('sys_user_group');
    group.addQuery('name', groupName);
    group.query();

    if (group.next()) {
      userIds.forEach(function(userId) {
        var member = new GlideRecord('sys_user_grmember');
        member.initialize();
        member.user = userId;
        member.group = group.sys_id;
        member.insert();
      });
      gs.info('Added ' + userIds.length + ' users to ' + groupName);
    }
  description: Bulk group membership assignment

Tool Usage Summary

Operation	MCP Tool	Purpose
List Users	SN-List-SysUsers	Get all users
List Groups	SN-List-SysUserGroups	Get all groups
Create User	SN-Create-Record	Create new user
Update User	SN-Update-Record	Modify user attributes
Query	SN-Query-Table	Search users, roles, groups
Bulk Create	SN-Batch-Create	Create multiple records
Script	SN-Execute-Background-Script	Complex operations

Best Practices

• Principle of Least Privilege: Assign minimum roles needed for job function
• Use Groups for Roles: Assign roles to groups, add users to groups
• Document Role Assignments: Maintain documentation of who has what access
• Regular Access Reviews: Audit user access quarterly
• Immediate Offboarding: Deactivate accounts same day as departure
• Use Templates: Standardize provisioning with job function templates
• Avoid Direct Role Assignment: Prefer group-based role inheritance
• Lock, Don't Delete: Deactivate users instead of deleting for audit trail

Troubleshooting

User Can't Log In

Symptom: User receives "invalid credentials" error Causes:

• Account inactive
• Account locked out
• Password expired Solution:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user
  query: user_name=[username]
  fields: active,locked_out,password_needs_reset,failed_attempts

User Missing Expected Access

Symptom: User can't access expected modules or records Causes:

• Role not assigned
• Role revoked or expired
• Group membership missing Solution:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_has_role
  query: user=[user_sys_id]^state=active
  fields: role.name,inherited,granted_by

Inherited Roles Not Appearing

Symptom: User in group but not getting group's roles Causes:

• Group role inheritance disabled
• Group inactive Solution:

Tool: SN-Query-Table
Parameters:
  table_name: sys_user_group
  query: sys_id=[group_sys_id]
  fields: name,active,roles

Related Skills

• admin/batch-operations - Bulk user operations
• security/acl-management - ACL configuration
• admin/script-execution - Automated provisioning scripts
• itsm/change-management - Change process for access changes

References

• ServiceNow User Administration
• Roles and Access Control
• Group Administration