#3 Creating Flows with different Triggers in ServiceNow | ServiceNow Flow Designer Training

[Music] please subscribe to my channel and click on the bell icon to get the regular updates of my channel and do not forget to like comment and share hello everyone welcome back to sas word service now this is servicenow flow designer training as i mentioned in my last video in this lesson i will be creating different flows by using different types of triggers the focus will not be on the actions the focus will be on different types of triggers we have in flow designer and how can you use them practically in service now the first type of trigger is racket is created you will use this type of trigger when you want to perform some actions when any particular racket will be created in a particular table by mentioning some conditions as well so let's see how can you utilize this racket is created i will quickly go to the floor designer now here i will create a new flow so i will click on new i will click on flow and here i will mention demo dot record dot is dot created and i will just submit it for now because i don't want to give any other configurations or any other properties i think this is the simplest one i will just give the name that's it and then now here it is giving me opportunity to select the trigger so my flow is created i will select the trigger and here i will select record created so this is done now here i will select the table let's see we will do it for incident table so i will select incident incident table is selected and then i can put filter so in that case i will mention short description starts with network so whenever an incident will be created and the short description will start with network keyword what exactly it should do but as of now i am putting the triggering point that it should this flow should be triggered when racket will be created an incident table and if the short description is also starting with network in that case this flow will be triggered so i will click on done so i'm done with triggering and then i will perform any action let's say i will do i will do create or update a racket not create one so here i have update racket now i will update the same racket which i am creating here so i will select it and then i will update the assignment group so assignment group should be network automatically so i have mentioned network assignment group and then i am clicking on done i'm done with this so this flow will be triggered when incident will be created and and short description starting with network keyword so i'm clicking on save and now we will do a quick test and i will activate it it is activated i will go to my incident list and i will create a new incident so i will click on create new form is opened and i will just start with so i have to trigger that flow but in the meantime what i will do in order to see whether my flow is triggered or not so what i will do i will click on executions here you can see no no flow is executed like none of the flow is getting executed so in that case i will just maybe create a new incident i will select a caller and here i will mention i have network issue now do you think it will trigger that flow no the reason behind it if i save this nothing will be triggered the reason behind it because condition is not matching now let's say i click on create new again and this time i start this short description with network keyword so network is down that's a short description i'm taking and what i will do i will just save this so i'm creating the incident once i have created and you can see short description is definitely starting with network keyword i will go here and check whether my flow got triggered or not if i click this absolutely you can see that the flow got triggered why it got triggered the reason behind it because incident was created and it also got the same condition that means short description is starting with network keyword that's the reason this this particular flow got triggered and if i go here you can see the magic that we have network assignments group updated in the incident automatically and this happened because of this flow i didn't have to write single code and as per the condition that means this is how you can use this record is created so whenever you want to take some action if any record is getting created with some conditions as you want as per the requirement you have then you can perform different action not just updating of rackets you can definitely perform multiple actions and as i mentioned earlier we we definitely have a different section of different types of actions we have in flow designer which you can use the next trigger is racket is updated this trigger is used when you want to perform some action when any particular racket is getting updated by a user or maybe via system and you have also provided some conditions if condition is matched and racket is also updated in that case you can perform the action and you can create a flow to achieve that functionality so let's see in my personal developer instance how can you achieve this so i will create a flow i will just copy the name here because i will just use the same type of name and here i will mention racket is updated and i will click on submit flow is created and then i will use the triggers i will select the trigger as record updated and i will select the table and this time we will select again incident table and we will add a filter and what we will do let's say we have we have category so if category changes from um i think you can use changes from or maybe changes to network that's better changes to network that means now if somebody is updating the category on the incident and it is changing to network then it should trigger it it should trigger this particular flow so i will click on done and i will i think you can also mention one thing and assignment group is not i think that is better assignment group is not network so what do you want to do if assignment group is not network and category is getting changed to network in that case it should trigger this flow and what it should do and we will utilize the same one update record action and i will update the same record and i will select assignment group and we will select network directly so we will update the simon group if assignment group is not network and we are changing the category to network so i will click on done i will click on save i will click on activate to activate it this is activated i will go here and now i can i think i can use the similar incident so you can see we have this incident assigned to network group or maybe we can open any existing incident where assignment group is not network so let's see this one and if i just open this so you can see category is inquiry slash help and we don't have any assignment group that means it is not even network so in that case if i have to trigger that flow so let's say i'm an end user or maybe i'm an i.t user and now i'm i'm changing this category to network and if i'm changing this category and assignment group is not network in that case it will definitely trigger that flow so in the meantime i can just open the execution as well so nothing is getting executed right now so i will click here and i will save this racket if i will save this this will definitely trigger that flow and you must have seen that yes it already got completed and if i will come here you can see we got this assignment group populated automatically the reason behind it because this flow got triggered because condition was matched because we changed it to network and the assignment group was empty that means it was not network that's the reason it got triggered and it took that action which we have mentioned in the flow the next trigger is racket is created or updated you can use this type of trigger when you want to perform some action either ticket is being maybe a racket in a table is getting created or it is updated because if i talk about the previous two flows in those cases in those type of trigger in in created one it will only perform that action when record is getting created and in second one where we have mentioned updated now that action will only be performed when racket will be updated now in third one you if you want to perform some action even either a record is getting created many maybe new racket is getting created or any existing record is updated maybe with the similar condition in that case it will trigger the flow so let's see how exactly you can use racket created or updated and perform some action in my instance so i will go to flow designer and i will just deactivate this one but i will just copy the name so i will deactivate this flow close this and both the flows which we recently created they are inactive so i will click here click on flow and here i will mention updated or maybe i will mention created or updated and then i can click on submit so flow is created and here i can select the trigger as racket created or updated so i will select that and i will select let's say i will select same incident table now here i will mention short description starts with network now in this case when a new incident is getting created and short description starts with network keyword then it will trigger that flow at the same time if we have an existing incident and we are updating the short description maybe that particular incident does not have a short description starting with network keyword in that case if i update the short description and i put this network keyword in the beginning of the short description in that case same flow will be triggered so in both the situations so i will just click on done and then i will perform some action and that will be update racket so i will select the same bracket which will be created or updated and i will mention value and that will be assignment group and i will update the assignment group done and i will click on save so that i can save this flow this is saved i will click on activate to activate it quickly it is activated now and i go here now this time i will show you two different scenarios one is creation another one is updation so i will click on this new button and i will select any caller and i will start this network is down and i will just save this so i'm creating this incident and this will definitely trigger that flow you can also see that if i will click on execution yes that this flow has triggered for this particular incident and we can also see that if i click on this if i click on this i button you can see we have the same incident now i will close this and you can see this assignment group is also updated that means our flow got completed now we have second scenario in which i will update any existing incident so i will maybe go to any open one and i will maybe let's let's see this one so here it is already assigned to network cab managers and we have this test for fd and we have category as network but what i will do i will do network is down i'm updating in this particular incident this time now this is not the new incident this is existing incident and we already have assignment group but as per the flow if short description is starting with network keyword during creation or updation it should perform the action which we have mentioned and that is update of assignment group so if i update this this will trigger the flow and if i go to executions yes you can see it queued up so it has been added in the queue now and it got completed as well and if i open this let's see which record it is showing yes same racket so our our flow got triggered for the same record and if i will come to this ticket you can see here that assignment group is updated automatically the reason behind it because we updated this racket this field where this condition is also being matched and that's the reason it triggered the flow and flow performed the action and that action was to update the assignment group the next type of trigger in flow is scheduled which you can use to trigger a flow any time you want as per the requirement you get you can run you trigger the flow daily weekly monthly or you just want to run it once or you want to repeat it maybe every two hour one hour depends on the kind of requirement you get overall this this this is not dependent on the racket that's the reason it is not record type of trigger it is independent of racket-based trigger you can trigger it anytime you want so let's see how exactly you can use this type of trigger in my personal developer instance moreover i will not show you all the examples because i can't run all these flows together like because i have to wait if i have if i will select weekly then i have to wait for it if i will select daily but i will try to select any kind of timing so that i can maybe run it in just next one minute so let's see but but let's see in my personal developer instance that how exactly you can create a schedule type of trigger flow in service now so i will click on new and click on flow and here i will select record is not we will not mention the racket and here i will just select scheduled one that's it and i will click on or maybe i will select here system user not the user who initiates the session so i will click on submit and here we can select the trigger so flow is created i will select the trigger as and here we have scheduled daily weekly monthly run once or repeat it so if i click here and you can see i can also repeat it every day or maybe every two hours i can run it every minute every second that is also i can do i think i can't use every second else it will create multiple rackets if i will select that kind of action so what i will do uh maybe in order to show you i think i can just um maybe all i think overall this this functionality will definitely run right as i mentioned as per the schedule you select like if i select weekly so you can select that particular day and if if i'll select let's say daily i can select the particular time as well the daily at what time it should trigger i can select monthly as well that which day you want to select and what time you want to trigger this that is also you can select and run once it's just you can select that on which date it should trigger that's it that you can select here and as i mentioned here you can also repeat it so i will just select maybe repeat it and i will select 12 hours and so this is the trigger i have mentioned i will click on done now what exactly i will do so this will trigger so this flow will be triggered every 12 hours every 12 hours but what action it will take that you can mention here so let's say i will create an incident just an example so i want to make it simple because our overall goal is to understand the schedule so i will and just just a mention here maybe i will create a racket so we have this create record action and i will select here incident now what kind of incident i want to create so i will mention caller and here i will mention maybe this user every time and i can maybe add another value i will mention assignment group as well and this will assign to let's say application development and then i will mention assigned to as well let's say this abraham lincoln that's fine so we have caller this and we will also update short description and i will mention this is a reminder that's it and i will click on done so i'm done with the action and i'm done with this trigger so this overall means that every 12 hours this will run this flow and it will perform this action but i will not be able to wait for next 12 hours so what i will do i will just test this this particular flow by using this test button so i will save this flow now and then i will click on test now what it will do if i will click on run test it will automatically trigger the flow because there is no racket operation involved in this flow you don't have to update any racket to trigger this flow this will run every 12 hours without dependency of any particular racket operation so in that case i will just click on run and this will definitely execute this flow i can also click here to see the detail that says error occurred while okay it's because about change uh okay because abort changes on group that's fine it gave me some error because of some i think some some maybe data policy so what i will do i will maybe remove this assigned to so i have maybe that assigned to is not part of this group that's the reason it is it is giving this error so i have caller i have assignment group i have short description i think that's it and i will click on save let's see if this time i'm able to create the incident and i will click on run it is running if i come here yep it got completed you can see it got completed so it got triggered now it is still showing you this particular repeat but it is just the condition that it should trigger every 12 hours and now it is also performing the action so it it created the racket and that record is this one if i come here i go to the list of incident records and yes you can see we got this this is a reminder so you can see we have this assignment group updated we have the short description updated even the caller is updated so that's how you can use schedule as per your requirement like to create to perform different type of actions and as i mentioned i will be showing you different types of actions we have in flow in service now in my next section the next trigger is inbound email now this inbound email flow trigger it is similar to inbound action functionality we have in service now and the only difference is that in inbound action you have to write the code in order to perform some action but if you will use inbound email and flow then you would you won't have to use any kind of coding you can perform different types of action with just all those configurations so in that case let's see how exactly you can utilize how you exactly you can use inbound email trigger in flow designer in servicenow so in order to create the flow we will click on new and flow and here i will provide the name that is demo dot inbound dot email and i will click on submit now here in trigger i will select i will go to application under application you will see this inbound email trigger so i will select this inbound email now it will provide me the action because i can't perform this action for every email so i have to provide some condition so when exactly it will trigger this i will utilize the subject which i will get from the email so if subject starts with network keyword network in that case it will trigger the flow and i will mention here i will create a racket maybe i will create a task and here i can mention incident and i will add a value that will be maybe i will start with caller caller i can put static maybe apple tutor and then i can mention maybe short description now here with the help of this data pill what you can use the data which you are getting from that email so i can select the subject so now short description will be similar to the subject we are getting via email and then i will also provide the assignment group now assignment group would be network that's it uh wait no i can just click on done and i can just save this and i will activate it as well now what i will do i will mark an email from my gmail to this instance but before that let me go to the email logs so that we can see when exactly we will receive that particular email so here is the email logs created on today it will definitely show you the inbound email as well maybe i will do one thing let me just quickly check the email properties so we have this email properties inbound is enabled okay so in that case i can just go back then and now i will send an email to this instance which is dev7dev72233 at servicenowdevelopers.com so i will just copy this and i will send the email so i have marked an email to this instance and i will see when exactly i will receive that email and you can see that we have received the same email which i have sent from my gmail so let's see so we have this subject network you can see that and it came from my email address and if i click on this preview html body now this was the body of my email this is a demo for youtube and what i can do let's see if it is processing my email or not so if i go a little bit bottom i think it is still trying to process it let's see if it will be able to process this particular email or not so you can see that we have this particular log here trigger this will execute the flow that means flow has been executed how can we check that maybe we will come here we will click on execution yes and it got completed as well if i click on here you can see it got completed and we can see the width which racket got created it created this particular incident record and if i will come here if i will go to maybe incident list incident list and yes it it created this incident record with that particular flow you can see short description is network i have the scholar as well assignment group is updated and i think we don't have email but if i check here i think yes i think it is not showing on the log that's fine but overall we we we got this incident created as per the flow which we have created over here now one thing you must have noticed that if i will go to the email logs and if i reload this you can see it is not updating this target normally when you when you update or when you process the inbound action in that case you will always see this updated so in that case what you can do in your flow and that's how you can you can change the action after this creation you can just quickly update the racket same record which basically coming over here so you can just select this inbound action same email racket and here you can just mention the value and that value is basically target record the target and which record you need to select here just create a task that's it if you will do this configuration then you will definitely see that record here as well that means that particular incident racket will be referenced in this particular field automatically this is how you can use inbound email in order to process different emails your system your instance is receiving from different type of users for different tables you can process different emails the next trigger is service catalog as you know you can use workflow in service catalog so when someone submits a catalog item and that catalog item has associated workflow then that workflow will be triggered for that particular catalog item similarly you can also tag flow as well to a catalog item that means rather than workflow you can execute a catalog item you can process a catalog item with a flow as well and that's the reason we have this separate trigger for a particular application that is service catalog that's the application type of trigger which is specific to an application that is service catalog so let's see how you can use service catalog trigger in my personal developer instance to show you the example of service catalog flow i will not directly create the flow first i will create the catalog item first so what i will do i will quickly go to the catalog item so i will select service catalog we have here i will go to maintain items and then i will create a new catalog item so i will click on new and here i will provide demo dot catalog dot flow and then i can just save this and if you will go to this process engine here it will give you opportunity to select the flow but as of now we have not created the flow so i'm not selecting it right now but what i will do i will quickly create variables so i will not show you end to end catalog flow because i'm just showing you the example that how you can use it for different types of triggers so i'm just maybe select just one variable for now just to show you the example of triggering we will definitely use and see different types of service catalog examples as well but that you will see later in later sections so here i will mention maybe provide email so i will mention that and this will be single line text i think we also have email one yes we also have email one so i will mention provide email and i will mention order as one and i will submit it that's it just one variable and i will do one thing i will select the flow here but for that i have to create the flow so i will come to flow designer click on this and i will mention demo dot catalog dot flow dot and i think i can just mention the name of this i think let's let's leave it for now i think we can just keep as is and then i can just click on submit and here i will select the trigger now for trigger i will select service catalog so we have type of trigger as service catalog here we have advanced options i don't need that i will just select done and i will do one thing i will just select actions now for service catalog i definitely have separate actions so you can see we have servers create catalog task get catalog variables so i definitely want to get catalog variables i will click on get catalog variables and here i will select i think we will go with the request item so i will select the request item over here and here i will select template catalog item do i need any kind of template yes i need to select that particular catalog item which we just created and that will be demo yeah we have this one now this will provide me all the variables as of now we just created one variable so i will select this that's it and i will click on done now what i will do i will send an email so i will select this send email action and here i have target racket so maybe i will select any target record i i want uh i think it is not mandatory so maybe i will not select it i will just mention uh get variables here i will select this one so here it will mention the email address and i can mention test for demo and if i select target record i think i i can still select target record maybe yes i will tag it to that requested item bracket which will be created when user will submit that catalog item so i will do that and i will just make it done and maybe you want to write more maybe body this is a demo that's it and i will click done here and i will click on save and i will click on activate now once you are done with creation of flow you need to also refer the slow tag this flow in your catalog item so that it can trigger the same flow so in that case i will just mention demo i got the flow here now and i will just click on save so when user will submit this flow this particular catalog item then this flow will be triggered and i can go to executions as well you can see nothing is getting executed right now and i will click on try it and i will provide the email address because it will ask me to provide that input so i will just mention test dot maybe at gmail dot com and i will just click on order now if i will click on order now this will definitely execute the flow and i click here it is not yet executed so i can just maybe open this and see requested item is created if i do this yes absolutely it triggered the flow and it also got completed but what exactly it did it sent an email and i can see that as well let's open this one maybe it will show in the logs i think it's not showing in the locks maybe because of some issue i will check it later not right now but we can still check email locks whether it triggered the email or not i will click here and i can say yes so this this one is basically out of the box email but this one is this one was triggered as per the flow so i can just open it you can see the reference record as well and it this is the recipient which we mentioned that test gmail.com this is a subject and we have body as well you can see this is the body and if i click on this preview html body now this is a demo so this is how you can also utilize service catalog flow as well that means flow for service catalog and this is the trigger basically you can select service catalog in the trigger and use it in your catalog item and and just process different types of service catalog items as per the requirement you get from your customers and clients this is how you can create different types of flows by using different types of triggers as per the requirement you get from your customers and clients thank you and have a great day

Channel: SAASWITHSERVICENOW

Views: 5,033

Rating: 5 out of 5

Keywords: incident management, incident, What Is ServiceNow, what is servicenow platform, servicenow training, servicenow administrator training, servicenow tutorial for beginners, what is servicenow software, what is servicenow administrator, servicenow basics, servicenow, what is flow designer in servicenow, flow designer, flow designer servicenow training, flow designer for service catalog, flow designer trigger servicenow, flow designer interview questions, flow designer integration hub

Id: HNHHdn5VEa4

Length: 39min 3sec (2343 seconds)

Published: Sun Jan 24 2021