Servicenow is a cloud-based platform that provides a variety of services for businesses, including IT service management, customer service management, and human resources management. One of the key features of Servicenow is its ability to import data from a variety of sources, including XML files. This allows businesses to easily migrate data from legacy systems or from other applications into Servicenow.
Importing a single XML record into Servicenow is a relatively simple process. However, there are a few things that you need to do before you can begin the import process. First, you need to create a data map that defines the relationship between the fields in the XML file and the fields in the Servicenow table that you want to import the data into. Additionally now supports a feature to create data maps from the UI. Once you have created a data map, you can then use the Servicenow Import Set utility to import the XML file into Servicenow.
The Import Set utility is a powerful tool that allows you to import data from a variety of sources, including XML files, CSV files, and even other Servicenow tables. The Import Set utility provides a number of features that make it easy to import data into Servicenow, including the ability to schedule imports, transform data before it is imported, and validate data before it is imported. Additionally, the Import Set utility can be used to import data into multiple tables at the same time.
Prerequisites for Importing a Single XML Record
Before embarking on the process of importing a single XML record into ServiceNow, it is essential to ensure that certain prerequisites are met. These include:
Studio Environment
Acquiring a ServiceNow Studio environment is crucial. Studio provides a user-friendly interface specifically designed for data management tasks, including XML record import.
Steps to Access Studio:
- Log in to your ServiceNow instance.
- Navigate to the “System Applications” menu.
- Locate and select “Studio” from the list of applications.
XML Record Structure
The XML record you intend to import must conform to a specific structure. It should adhere to the predefined schema or template provided by ServiceNow. The schema specifies the required elements, attributes, and their respective data types.
Validate XML Record:
- Utilize an XML validator tool to verify the validity of your XML record against the ServiceNow schema.
- Ensure that mandatory elements and attributes are present and properly formatted.
Integration User Role
Assign an integration user role to the account that will be importing the XML record. This role grants the necessary permissions to perform import operations within ServiceNow.
Configure Integration User:
| Steps | Description |
|---|---|
| Navigate to “System Security” > “Users” > “All Users”. | Identify and select the designated integration user. |
| Assign the “integration_user” role to the user. | This role grants the required import permissions. |
Locating the XML Import Option
To locate the XML import option in ServiceNow, follow these steps:
- Log in to ServiceNow with your credentials.
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Navigate to the Import Records page:
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Click the Navigation bar.
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In the Filter Navigator field, enter System Import Sets.
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Select System Import Sets from the list of suggested options.
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On the System Import Sets page, click Import Records.
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- The Import Records page will be displayed.
- Navigate to the System Import Set table (sys_import_set).
- Create a new import set record and specify the following settings:
- Name: Enter a name for the import set.
- Type: Select “XML” from the drop-down menu.
- XML File: Browse and select the XML file containing the record you want to import.
- Import Style: Select “Update” or “Insert” depending on whether you want to update an existing record or create a new one.
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In the “Preprocessing Scripts” tab, specify the following:
Script: Select a script to run before the import. This script can be used to prepare the data in the XML file for import.
Parameters: Enter any parameters that the script requires. If you need to customize the preprocessing behavior, create a custom script and specify its name in this field.
The table below summarizes the available options for preprocessing scripts:
Preprocessing Script Description Fix XML Fixes XML files that are not well-formed. Validate XML Validates XML files against a schema. Transform XML Transforms XML files using an XSLT stylesheet. - Schema Validation: The XML is validated against the defined schema to ensure it conforms to the expected structure.
- Field Mapping Validation: The imported fields are mapped to matching fields in the target Servicenow table.
- Data Type Validation: The data types of the imported fields are validated to ensure they are compatible with the target fields.
- Referential Integrity Validation: Imported records are checked for valid relationships with other records in the database.
- Duplicate Detection: The system checks for duplicate records based on defined criteria to prevent data duplication.
- Navigate to the XML Processor import set (System Definition > Import Sets > XML Processor).
- Click the Import Now button.
- In the Import XML File field, enter the path to the XML file that you want to import.
- In the Target Table field, select the ServiceNow table that you want to import the data into.
- Click the Import button.
The Import Records page displays a list of all available XML import sets. You can filter the list by name or table name to locate the specific import set you need.
Configuring the Import Settings
To configure the import settings for a single XML record import, follow these steps:
Mapping XML Fields to ServiceNow Fields
Mapping Elements
Each XML element corresponds to a field in ServiceNow. Define the mapping between the XML elements and the ServiceNow fields using the ‘Map XML Elements’ section.
Mapping Attributes
XML attributes can also be mapped to ServiceNow fields. In the ‘Map XML Attributes’ section, specify the XML attribute and the corresponding ServiceNow field.
Mapping Complex XML Structures
Complex XML structures, such as nested elements or arrays, can be mapped to ServiceNow objects. Use the ‘Map XML Structures’ section to define the mapping for these complex structures.
Mapping XML Namespaces and Prefixes
If the XML contains namespaces and prefixes, you need to define the namespace prefixes in the ‘XML Namespace Prefixes’ section. This ensures that the correct field names are used during the import.
XML-to-ServiceNow Field Mapping Table
To help with the mapping process, you can create an XML-to-ServiceNow field mapping table.
| XML Element/Attribute | ServiceNow Field |
|---|---|
<Name> |
name |
<Description> |
description |
<Priority> |
priority |
Validating the Imported Record
Once the XML record has been imported, it is crucial to validate its accuracy to ensure data integrity. Servicenow provides a comprehensive validation process to check for errors and inconsistencies.
1. Import Log Review
The import log contains detailed information about the import process, including any errors or warnings. Reviewing the log can provide valuable insights into any potential issues with the imported record.
2. Field Validation
Servicenow validates the imported data against field-level rules and constraints. These rules ensure that data conforms to defined formats, ranges, and relationships. Invalid data will be flagged for correction.
3. Table Configuration Validation
The import process checks if the imported record conforms to the table configuration. This includes verifying that mandatory fields are populated, data types are correct, and relationships are maintained.
4. Business Rule Execution
Business rules can be configured to validate imported records based on specific criteria. These rules execute during the import process and can trigger actions such as sending notifications or rejecting invalid records.
5. Integration Hub Validation
For XML records imported through the Integration Hub, additional validation steps apply. These steps include:
Troubleshooting Common Import Errors
1. Record Not Found
This error indicates that the record you’re attempting to import does not exist in the system. Check that the record exists and that the identifier you’re using is correct.
2. Field Not Found
This error occurs when you’re trying to import a field that doesn’t exist in the target table. Verify the field name and ensure it’s a valid field in the table.
3. Invalid Value
This error is encountered when the value you’re importing does not meet the constraints of the target field. Check the field properties to ensure the value you’re importing is valid for the field type.
4. Duplicate Record
This error occurs when you attempt to import a record with a unique identifier that already exists in the system. Ensure that the records you’re importing have unique identifiers.
5. Missing Mandatory Field
This error indicates that one or more mandatory fields are missing in the XML record. Check the target table definition to identify the mandatory fields and ensure they’re included in the XML.
6. XML Parsing Error
This error occurs when the XML provided for import is not well-formed or does not adhere to the expected format. Ensure the XML is valid and conforms to the expected structure.
| Error Description | Possible Causes | Troubleshooting Steps |
|---|---|---|
| Invalid XML | Malformed XML or incorrect structure | Validate the XML against the expected schema |
| Missing Required Attribute | Required attribute is not present in the XML | Check the XML structure and ensure all required attributes are included |
| Invalid Date Format | Date field value is not formatted correctly | Ensure the date field value conforms to the expected format |
Best Practices for Importing XML Records
1. Validate Your XML
Ensure that your XML is well-formed and conforms to the ServiceNow XML schema. Use an online XML validator or the ServiceNow XML Validator tool.
2. Use a Single XML Record
Import only a single XML record per import operation. Avoid importing multiple records in the same XML file.
3. Limit Field Values
Observe character limits for field values. Long values may cause errors during import.
4. Handle Large XML Files
Use the “Import XML Records in Batches” option to handle large XML files. This breaks the import into smaller batches for efficient processing.
5. Optimize XML Structure
Create your XML with a clear and concise structure. Avoid nesting elements deeply or using excessive attributes.
6. Use Transform Maps
Transform your XML data to match the ServiceNow data model using transform maps. This simplifies import and improves data accuracy.
7. Performance Considerations
Consider the following performance tips:
| Action | Impact |
|---|---|
| Use smaller XML files | Reduces processing time |
| Optimize XML structure | Improves parsing efficiency |
| Use transform maps | Reduces database write operations |
| Use the “Import XML Records in Batches” option | Splits large imports into manageable chunks |
| Monitor system performance | Identify and address potential bottlenecks |
Considerations for Large XML Imports
8. Consider using the Import Set Framework
The Import Set Framework provides a structured approach for managing large XML imports by breaking the process into smaller, manageable chunks. It allows you to:
| Benefit | Description |
|---|---|
| Chunking | Divide the import into multiple smaller batches, making it easier to handle and track progress. |
| Staging | Temporarily store the XML data in a staging table before importing it into the target table, allowing for data validation and transformation. |
| Incremental Loading | Import the data in stages, updating existing records and creating new ones as needed, minimizing downtime and data loss. |
| Error Handling | Identify and handle errors during the import process, logging and providing detailed information to facilitate troubleshooting. |
| Scheduling | Schedule the imports to run at specific times or intervals, ensuring automated and unattended processing. |
Using the Import Set Framework simplifies large XML imports, improves data integrity, and provides greater control over the process.
Alternative Methods for Importing XML Records
1. Import Set
Import Set is a simple and user-friendly method for importing XML records into ServiceNow. It allows you to map the XML fields to ServiceNow fields manually, providing greater control over the import process.
2. SOAP Web Service
SOAP Web Services offer a programmatic approach for importing XML records. Using SOAP commands, you can create or update ServiceNow records based on the XML data provided.
3. REST API
Similar to SOAP Web Services, the REST API enables you to integrate with ServiceNow and import XML records using RESTful commands. This method provides flexibility and allows for customized integrations.
4. Mid Server
Mid Server acts as an intermediary between ServiceNow and external systems, facilitating the import of XML records. It can transform the XML data into a format compatible with ServiceNow and handle complex integrations.
5. File Import
File Import permite importar archivos XML directamente al servicio now a través de la interfaz gráfica de usuario. Esta opción es adecuada para importaciones puntuales y de pequeño volumen.
6. Data Loader
Data Loader es una herramienta de terceros que admite la importación de XML records to ServiceNow. It offers a user-friendly interface and provides support for complex data transformations and mappings.
7. CSV Import
CSV Import can be used to import XML records by converting them into a CSV (Comma-Separated Values) format. This method is suitable for simple XML structures and requires manual mapping of fields.
8. XML Bulk Import Tool
The XML Bulk Import Tool is a ServiceNow plugin that enables the import of large XML files efficiently. It provides advanced features such as data validation, duplicate checking, and progress monitoring.
9. GlideRecord API
GlideRecord API offers a low-level programmatic interface for interacting with ServiceNow records. Using GlideRecord, you can create, update, and import XML records directly from your scripts or applications.
| Method | Suitable for |
|---|---|
| Import Set | Manual mapping, small to medium datasets |
| SOAP Web Service | Programmatic imports, custom integrations |
| REST API | RESTful integrations, custom imports |
Post-Import Verification and Analysis
1. Verify Import Status
Check the import set record to confirm the import status. It should indicate the number of records imported successfully and any errors encountered.
2. Review Import Log
The import log provides detailed information about the import process, including any errors or warnings. Review the log to identify any potential issues.
3. Check Target Table Data
Query the target table to verify that the imported record is present. Check its values to ensure they match the expected data.
4. Test Business Rules and Workflows
If the imported record triggers any business rules or workflows, test them to ensure they behave as intended.
5. Check Related Records
If the imported record has relationships with other tables, verify that those relationships were established correctly.
6. Analyze Import Performance
Review the import set record to determine the import time and system resources consumed. This helps identify performance bottlenecks and areas for improvement.
7. Troubleshoot Import Errors
If errors were encountered during the import, analyze the import log and target table data to identify the root cause and take corrective action.
8. Monitor System Health
Check the system logs and performance metrics to ensure that the import did not adversely affect the overall system performance.
9. Document the Import Process
Capture the steps taken during the import process, including the import set configuration, XML file structure, and any troubleshooting performed. This documentation serves as a reference for future imports.
10. Continuous Improvement Analysis
Periodically review import processes to identify areas for optimization, such as reducing import time, improving data quality, or automating the import process. This ongoing analysis helps ensure that imports are efficient and effective.
How To Import A Single Xml Record In ServiceNow
To import a single XML record in ServiceNow, you can use the XML Processor import set. This import set allows you to import XML data into ServiceNow tables. You can use the import set to import a single XML record by following these steps:
Once you have imported the XML record, you can view the data in the ServiceNow table that you specified.
