Shares

Creating a dynamic share for a table will allow you to sync records for that table with the records in another application instance.

These instructions are for creating a dynamic share using Business Rules. Instructions for creating a dynamic share using Flow are in the next section.

 NOTE: Because this approach uses business rules to trigger sharing records out, if a user is updating records with setWorkflow(false) to turn off executing business rules (including async business rules), records will not be shared.  In this case, consider using alternative approaches like Scheduled Sync Up, Scheduled Bulk Shares or Flow.

Prerequisites:

• Follow the steps to Get Started with DataSync for ServiceNow
• Create a ServiceNow shared queue

Instructions:

1. In your ServiceNow instance, go to Perspectium > Perspectium Core > Shares.
   
   
2. Select Dynamic Share.
   
   
3. Select Create New Dynamic Share.
   
   
4. Select Business Rule and click Submit. 
   
    NOTE: This is not editable - if you wish change the share type of this dynamic share once you save, you will have to delete the dynamic share and create a new one.
   
   
5. Enter a name of your new dynamic share in the Name field.
   
   
6. In the Table dropdown, find and select the table which includes the data that you want to dynamic share out of your ServiceNow instance. 
   
   
7. Check the Active box to activate your dynamic share.
   
   

8. In the Encryption Method dropdown to select a method to encrypt the data. 
   
   Cipher options include:
   
   

   Encryption Method	Dynamic shared data will...
   TripleDES	be encrypted with Triple DES.
   AES128	be encrypted with AES-128.
   AES256	be encrypted with AES-256.  NOTE: To ensure AES-256 encryption for your data, you will need to create an encryption and decryption key with at least 32 characters in the PSP Properties module.
   Base64 Encode Only	have Base64 encoding only.
   Unencrypted	not be encrypted.

   
   

9. Scroll to the Trigger Conditions tab and check as many of the following boxes as you wish:
   
   

   Action	Record data will be shared out of your ServiceNow instance when...
   Create	new records are created.  <table_name>.insert
   Update	record data is changed. <table_name>.update
   Delete	records are deleted. <table_name>.delete

   Alternatively, you can use Update or Insert under Runtime Settings. 
   
   
   
   When Update or Insert is selected, Create and Update actions will be grayed out and not selectable. Furthermore, when the messages are pushed out to Perspectium Cloud Server, the name field will contain:
   

   <table_name>.bulk

   This will instruct the consumer or subscriber to implement an update (by sys_id) or insert action when the sys_id is not found.
   
   

10. In the Additional Settings tab, click the Search icon next to the Target queue field and in the Queues popup, select the shared queue that you want to dynamic share your record data to.
    
    
11. Click Submit to save your changes.

Choosing Flow Designer for dynamic shares makes use of ServiceNow’s Flow Designer to create a flow that will send records out of your ServiceNow instance as they are created and/or updated.

Because business rules may not always trigger when records are created and/or updated (due to changes done utilizing a script where setWorkflow is set to false to disable running business rules), this option is an alternative to ensure these changes are captured and shared out of your instance. 

For more information, see ServiceNow Flow Designer and setWorkflow.

 NOTE:

• Because of how flows and business rules are created in ServiceNow, dynamic shares created with Flow Designer cannot be changed to a dynamic share created with a business rule (and vice versa).  You will have to delete the dynamic share and create a new one if you want to change the dynamic share from one approach to the other.
• Additionally, because of the many tables used by ServiceNow to build the Flow Designer engine, records will be inserted/updated in the following tables when a flow is created/updated and the first time each flow is triggered:

sys_hub_action_input
sys_hub_action_output
sys_hub_action_type_snapshot
sys_hub_flow
sys_hub_flow_block
sys_hub_flow_input
sys_hub_flow_snapshot
sys_hub_step_ext_input
sys_hub_step_ext_output
sys_documentation

This will result in text_index events being created for these tables for updates by Flow Designer. Note that if you are running flows in a domain-separated instance with versions of New York or earlier, it may create these records in each domain. This issue has been resolved as of Orlando. The approximate updates are as follows:

Prerequisites:

• Follow the steps to Get Started with DataSync for ServiceNow
• Create a ServiceNow shared queue
• (Optional) You have user access to Flow Designer in your ServiceNow instance. This will allow you to troubleshoot any issues creating flows but is not required as flows can be created as long as you have access to the Perspectium application and dynamic shares.

Instructions:

1. In your ServiceNow instance, go to Perspectium > Perspectium Core > Shares.
   
   
2. Select Dynamic Share.
   
   
3. Select Create New Dynamic Share.
   
   
4. Select Flow Designer as your share type and click Submit.
   
    NOTE: This is not editable - if you wish change the share type of this dynamic share once you save, you will have to delete the dynamic share and create a new one.
   
   
5. Enter a name of your new dynamic share in the Name field.
   
   
6. In the Table dropdown, find and select the table which includes the data that you want to dynamic share out of your ServiceNow instance. 
   
   

    NOTE:

   • Flows can be run against any table like any business rule created globally.   However, in ServiceNow's Orlando release, SLA Task has its own application trigger. You cannot create a dynamic share using SLA Task Application Trigger. You can still select task_sla in the dynamic share's table field. The flow designer record for SLA Task will not be accessible, however, the dynamic share will still apply. 
   • The sys_audit table is unsupported.
   
   
7. Check the Active box to activate your dynamic share.
   
   

8. In the Encryption Method dropdown to select a method to encrypt the data. 
   
   Cipher options include:
   
   

   Encryption Method	Dynamic shared data will...
   TripleDES	be encrypted with Triple DES.
   AES128	be encrypted with AES-128.
   AES256	be encrypted with AES-256.  NOTE: To ensure AES-256 encryption for your data, you will need to create an encryption and decryption key with at least 32 characters in the PSP Properties module.
   Base64 Encode Only	have Base64 encoding only.
   Unencrypted	not be encrypted.

   
   

9. Scroll to the Trigger Conditions tab and check as many of the following boxes as you wish:
   
   

   Action	Record data will be shared out of your ServiceNow instance when...
   Create	new records are created.  <table_name>.insert
   Update	record data is changed. <table_name>.update

    NOTE: Flow does not support delete. This is a platform limitation where Flow Designer only works on inserts and updates. To capture delete actions, you will need to create a dynamic share using business rule for delete, and have a separate dynamic share using flow for insert and/or update. If you choose to create a dynamic share for deletes, you may want to enable the Use Audit Delete Listener feature. 
   
   

10. In the Additional Settings tab, click the Search icon next to the Target queue field and in the Queues popup, select the shared queue that you want to dynamic share your record data to.
    
    

11. Additionally, dynamic share provides other options that can enhance sharing your record. Share base table records only, interactive only, and much more.

    See Features for dynamic share or Features for dynamic shares and bulk shares.

     NOTE: Scheduled sync up can be enabled with flow. However, this option is primarily used for capturing dynamic record updates and creates that may have been missed due to business rules being bypassed programmatically (e.g., via setWorkflow('false');) or automation that does not trigger business rules, which flow handles.   
    

12. Click Submit to save your changes.
    
    

 NOTE: 

• Flows can be created in the global application space like business rules.
• Flows performance is like running business rules async in the background, so the performance is similar to that which is better than standard business rules that block when the business rule is set to run before or after.  

When one or more dynamic shares accesses the same table, you may need to reset the dynamic share business rules for those dynamic shares.

You can reset dynamic share business rules for individual dynamic shares by navigating to Perspectium > Perspectium Core > Shares. Then, go to View Dynamic Share and click into the dynamic share you want to reset business rules for, and then click Reset Dynamic Share Rule under Related Links.

Alternatively, you can reset the business rules for all of your dynamic shares by going to Perspectium > Perspectium Core > Shares > Dynamic Shares > Reset Dynamic Share Business Rules.

You can view information about the business rules created by each of your dynamic shares in the Dynamic Share Business Rules Dashboard.

To view your dashboard, go to Perspectium > Perspectium Core > Shares > Dynamic Share > Dynamic Share Rules Dashboard.

The first column of the dashboard displays the name of your dynamic shares, which you can click on to be redirected to the dynamic share record. And the second column specifies which table each share is targeting.

For the domain and application columns, a green checkmark indicates that the business rule is created in the global domain or application, whereas a red X indicates that the business rule is created in a non-global domain or application.

The last column checks whether or not the the business rule is unique. A green checkmark indicates that the business rule created by the dynamic share is unique, meaning no other share targets the same table. A red X indicates that the business rule is not unique, meaning at least one other dynamic share targets the same table. 

When one or more dynamic shares accesses the same table, you may need to reset the dynamic share business rules for those dynamic shares.