Form Templates in ServiceNow are pre-configured layouts that allow administrators and users to quickly populate forms with predefined field values, streamlining data entry and ensuring consistency across records. They serve as reusable blueprints for creating new records with commonly used informat…Form Templates in ServiceNow are pre-configured layouts that allow administrators and users to quickly populate forms with predefined field values, streamlining data entry and ensuring consistency across records. They serve as reusable blueprints for creating new records with commonly used information already filled in.
When users frequently create records with similar data patterns, Form Templates eliminate repetitive manual entry. For example, an IT department might create templates for common incident types like 'Password Reset' or 'Hardware Request,' where specific fields such as category, assignment group, and priority are automatically populated.
Administrators can create Form Templates through the System UI module in the Application Navigator. To create a template, navigate to System UI > Form Templates, then click New. You specify the table the template applies to, give it a descriptive name, and define the field values that should be pre-populated when the template is applied.
Users access Form Templates when creating new records by clicking the template icon (paper with lines) located in the form header or context menu. A list of available templates for that table appears, and selecting one populates the form fields accordingly. Users can still modify any pre-filled values before saving the record.
Templates can be personal (available only to the creator) or global (available to all users). Global templates require appropriate administrative privileges to create. The 'Active' checkbox controls whether a template appears in the selection list.
Key benefits of Form Templates include reduced data entry time, improved data quality through standardization, fewer errors from manual typing, and enhanced user productivity. They are particularly valuable in high-volume environments where similar records are created frequently.
Form Templates differ from record producers and catalog items, which are more complex request-driven mechanisms. Templates provide a simpler approach for streamlining routine record creation across various ServiceNow tables and applications.
Form Templates in ServiceNow - Complete Guide
What are Form Templates?
Form Templates in ServiceNow are pre-configured sets of field values that can be applied to a form to quickly populate multiple fields at once. They allow users to save time by automatically filling in commonly used field combinations when creating or updating records.
Why are Form Templates Important?
Form Templates are essential for several reasons:
1. Increased Efficiency: Users can populate multiple fields with a single click, reducing manual data entry time significantly.
2. Consistency: Templates ensure that similar records are created with consistent values, reducing errors and maintaining data quality.
3. Standardization: Organizations can create standard templates for common scenarios, ensuring all users follow the same processes.
4. User Adoption: New users can create records more easily by using pre-defined templates.
How Form Templates Work
Form Templates function through the following mechanism:
1. Creation: Templates are created from the form header context menu by selecting 'Save as Template' or through the sys_template table.
2. Storage: Templates are stored in the sys_template table and can be personal (visible only to the creator) or global (available to all users).
3. Application: Users apply templates by right-clicking the form header and selecting from available templates, or using the template picker.
4. Scope: Templates are table-specific, meaning a template created for the Incident table can only be applied to Incident forms.
Key Configuration Options
- Name: The display name of the template - Table: The table the template applies to - User: If specified, makes the template personal; if empty, the template is global - Group: Restricts template visibility to specific groups - Active: Controls whether the template is available for use
Accessing Form Templates
Users can access form templates through: - Right-clicking on the form header bar - The context menu option 'Apply Template' - The hamburger menu on the form
Exam Tips: Answering Questions on Form Templates
Tip 1: Remember that Form Templates are stored in the sys_template table. This is a frequently tested fact.
Tip 2: Understand the difference between personal and global templates. Personal templates have a user specified, while global templates have the user field empty.
Tip 3: Know that templates are table-specific. A template created for one table cannot be used on another table.
Tip 4: Be aware that administrators can create global templates, while regular users typically create personal templates based on their roles and permissions.
Tip 5: Questions may ask about where to access templates - remember it is through the form header context menu.
Tip 6: Understand that applying a template does not save the record - it only populates the fields. The user must still submit or save the record.
Tip 7: When a question mentions 'quickly populating multiple fields' or 'pre-filling form values,' think Form Templates.
Tip 8: Know that templates can include reference field values, choice list selections, and other field types.
Common Exam Scenarios
- Identifying the correct table name (sys_template) - Distinguishing between personal and global template configurations - Understanding who can create and use templates based on roles - Recognizing when Form Templates are the appropriate solution for a business requirement