1. How to import a single XML Record in ServiceNow

ServiceNow XML Import
xml

Importing a single XML record into ServiceNow is a straightforward process that can be completed in a few simple steps. By utilizing the XML Processor tool, you can efficiently migrate data into ServiceNow without the need for complex scripting or manual data entry. This streamlined approach not only saves time and effort but also ensures data accuracy and consistency. Moreover, the ability to import XML records individually provides flexibility and control over the data integration process, enabling you to selectively import specific records as needed.

To initiate the XML record import process, begin by navigating to the XML Processor page within ServiceNow. This platform provides a user-friendly interface that guides you through the necessary steps for successful XML record importation. Once on the XML Processor page, select the “Import Single XML Record” option, which will prompt you to upload the XML file containing the data you wish to import. ServiceNow supports various XML formats, ensuring compatibility with most data sources. After uploading the XML file, carefully review the data mapping to verify that the XML elements are correctly mapped to the corresponding ServiceNow fields.

Once the data mapping is complete, proceed to execute the import process. ServiceNow will validate the XML data and generate a detailed import log, providing insights into the status of the import operation. In the event of any errors or discrepancies, the import log will pinpoint the specific issues encountered, allowing you to promptly address them. Additionally, ServiceNow offers comprehensive documentation and online resources to assist you throughout the import process, ensuring a smooth and successful data migration experience.

Prerequisites for Importing an XML Record

To successfully import an XML record into ServiceNow, several prerequisites must be met to ensure a smooth and seamless process:

1. Establish a Valid XML File:

The XML file you intend to import must adhere to the defined schema and structure for the specific table or application you are targeting.
Each record within the XML file should follow the designated format and include the necessary fields and elements required by the target table or application.
The XML file should be well-formed, containing properly nested tags, without any syntax errors or invalid characters.

2. Configure Import Set:

An Import Set is essential for specifying the target table or application where the XML data will be imported. Create an Import Set that aligns with the XML file’s intended destination.
Configure the Import Set to match the schema of the XML file. This involves mapping the XML elements to the corresponding fields in the target table or application.
Ensure appropriate field mapping to avoid data loss or inconsistencies during the import process.

3. Configure Transform Map (Optional):

A Transform Map is an optional component that can be utilized to modify or transform the data before it is imported into the target table or application.
The Transform Map allows you to apply specific rules or logic to the data, such as formatting, calculations, or data cleansing.
Use a Transform Map when the XML file’s structure or data requires modifications before it can be successfully imported.

Step-by-Step Guide to Import

1. Prepare the XML file

Ensure that the XML file aligns with the correct schema or structure expected by ServiceNow. Verify that the file is well-formed and free of any syntax errors to prevent any data import issues.

2. Import the XML file

To import the XML file, follow these steps:

Navigate to the desired ServiceNow instance and log in.
Access the Import Set table (sys_import_set) and choose the appropriate import set record for your XML file.
In the Import Set record, select the “Import now” button.
In the “Import Records” section, choose the “XML” option and select the XML file you prepared.
Configure any additional import settings as needed, such as mapping fields or specifying data transformation rules.
Review the import summary to ensure that the data will be imported correctly.
Start the import process by clicking on the “Import” button.

Field	Description
XML Payload	The XML file containing the data to be imported.
Import Set	The ServiceNow record that defines the configuration for the import process.
Field Mapping	The mapping between the XML elements and the ServiceNow fields.

Configuring the XML Import Process

In order to import a single XML record into ServiceNow, you must first configure the import process. This involves setting up an import set, an XML map, and a transform map.

Creating an Import Set

An import set defines the source and destination of the data being imported. To create an import set, navigate to the Import Sets module and click New. Enter a name and description for the import set, and select the source type as XML.

Creating an XML Map

An XML map defines the structure of the XML data being imported. To create an XML map, navigate to the XML Maps module and click New. Enter a name and description for the XML map, and paste the XML data into the Source XML field. Click the Parse button to parse the XML data and generate the XML map.

Creating a Transform Map

A transform map defines how the data from the XML map is transformed into the destination table. To create a transform map, navigate to the Transform Maps module and click New. Enter a name and description for the transform map, and select the source table as the XML map created in the previous step. Select the destination table as the table into which the data will be imported.

The transform map consists of a series of fields that map the fields from the source table to the fields in the destination table. For each field, you can specify the source field, the destination field, and the transform function to be applied to the data.

Once the import set, XML map, and transform map have been created, you can import the XML data by navigating to the Import Sets module and clicking the Import button.

Here is a table summarizing the steps involved in configuring the XML import process:

Step	Description
1	Create an import set.
2	Create an XML map.
3	Create a transform map.
4	Import the XML data.

Mapping XML Fields to ServiceNow Fields

The process of mapping XML fields to ServiceNow fields involves aligning the data elements in the XML file with the corresponding fields in the ServiceNow instance. This mapping ensures that the data is imported into the correct fields and structured appropriately within the ServiceNow platform.

Field mapping can be a complex task, especially when dealing with large XML files or complex data structures. To simplify the process, ServiceNow provides various tools and techniques to assist with field mapping.

Mapping Techniques

ServiceNow offers several mapping techniques to facilitate the alignment of XML fields with ServiceNow fields. These techniques include:

Manual Mapping: This involves manually mapping each XML field to a specific ServiceNow field based on their data type and context.
Auto Mapping: ServiceNow’s auto-mapping feature attempts to automatically map XML fields to ServiceNow fields based on field names, data types, and other heuristics.
Field Mapping Table: A field mapping table allows you to define custom mappings between XML fields and ServiceNow fields. This technique provides greater control over the mapping process and enables the creation of complex mappings.

Handling Errors During Import

XML import operations can encounter various errors that can impact the success of the import process. ServiceNow provides several mechanisms to handle errors during import:

Handling Errors in the UI

The Import Sets module in ServiceNow provides a user interface for managing XML import operations. When an error occurs during import, the Import Sets module displays the following information:

Error count: The module shows the number of records that encountered errors during import.
Error messages: Detailed error messages are captured and displayed for each record that failed to import.
Affected records: A list of the records that failed to import is provided, allowing you to review the specific records that caused errors.

Error Types

Common errors that can occur during XML import include:

Field mapping errors: When the source XML does not match the target field structure in ServiceNow, field mapping errors occur.
Data format errors: If the data in the source XML is not in the correct format, import errors can occur.
Field validation errors: Errors can result from invalid data or missing required fields in the source XML.
Duplicate record errors: If the source XML contains records that already exist in ServiceNow, duplicate record errors occur.
Permission errors: Users may encounter permission errors if they do not have the necessary access rights to create or update records.

Error Handling Options

To handle errors during import, ServiceNow provides the following options:

Skip records: You can choose to skip records that encounter errors during import. This option allows you to import the rest of the records without stopping the entire import operation.
Retry failed records: Another option is to retry the import of failed records. This is useful if the errors are transient and may be resolved during subsequent import attempts.
Review and fix errors: ServiceNow allows you to review the error messages and affected records to identify the source of the errors. You can then address the errors manually and re-import the records.
Configure error handling rules: ServiceNow administrators can configure error handling rules to automate error management. These rules allow you to specify actions to be taken when specific types of errors occur.
Use error logs: ServiceNow generates error logs for import operations, which can be useful for troubleshooting and identifying the root cause of errors.

Verifying Imported Data

After importing a single XML record, it’s essential to verify that the data was successfully imported and is accurate.

Checking the Import Log

The import log provides details about the import process, including any errors or warnings. To access the log:

Navigate to System Logs > Application Logs.
Filter the logs by “XML Import” under the “Type” field.
Review the logs for any errors or warnings.

Querying the Database

You can also query the database to verify the imported data directly. The following query retrieves the newly imported record:

SELECT * FROM table_name WHERE sys_id = 'sys_id_of_imported_record';

Validating Calculated Fields

If the imported XML includes calculated fields, it’s important to validate that these fields are calculated correctly. Manually calculate the values and compare them to the imported data.

Ensuring Business Rules and Workflows

Verify that any business rules or workflows triggered by the imported data are functioning as expected. Test the record to ensure that these automations are working correctly.

Checking for Duplicates

If the XML contains duplicate records, you may need to merge or delete the duplicates. Use the following query to identify duplicate records:

SELECT * FROM table_name GROUP BY field_name HAVING COUNT(*) > 1;

Reviewing History

The history of the imported record can be accessed from the record’s form view. Review the history to track any changes made to the record after import.

7. XML Structure

When importing XML records into ServiceNow, the XML structure must adhere to specific guidelines. The following best practices ensure successful imports:

Root Element: The outermost element of the XML document should represent the type of record you’re importing, such as or <change_request>.
Record Fields: Each record should have a corresponding XML element, matching the field names in ServiceNow.
Field Order: The order of XML elements within the record should correspond to the order of fields in ServiceNow.
Field Values: Field values should be enclosed within the corresponding XML element tags, using the appropriate data types and formats.
Multiple Records: If importing multiple records, separate them using a unique element or tag, such as or .
Special Characters: Encode special characters, such as & and <, using the appropriate HTML entities or CDATA sections.
Valid XML: The XML document must conform to the XML schema and syntax requirements, including well-formed XML, proper nesting, and no duplicate elements or missing closing tags.

Troubleshooting Common Issues

1. Invalid XML Format

Verify that the XML file conforms to the expected XML schema. Check for missing tags, incorrect syntax, or invalid XML character entities.

2. Missing Required Fields

Ensure that the XML file includes all the mandatory fields required by the import process. Check the data dictionary or documentation for the specific fields that are required.

3. Invalid Data Types

Confirm that the data types of the XML fields match the expected data types in ServiceNow. For example, date fields must be in the correct format, and integer fields cannot contain non-numeric characters.

4. Duplicate Records

If duplicate records are encountered, configure the import process to either skip or update existing records based on a unique identifier field.

5. Field Mapping Errors

Verify that the XML field names match the corresponding field names in ServiceNow. Use the field mapping feature to map the XML fields to the correct ServiceNow fields.

6. Access Permissions

Ensure that the user performing the import has the appropriate permissions to import data into the target table. Check the read and write permissions for the table.

7. Table Not Found

Verify that the XML record is being imported into a valid ServiceNow table. Check the table name in the import configuration and ensure that the table exists in the instance.

8. Complex Business Rules

Inspect the business rules associated with the target table and ensure that they do not prevent the import of specific records or cause unexpected behavior. Consider disabling or temporarily modifying the business rules to facilitate the import.

Business Rule	Potential Impact	Resolution
Field Validation Rule	Prevents import of records with invalid data	Temporarily disable or modify the rule
Insert Trigger	Executes custom code on record creation	Review the trigger code and ensure it does not block the import
Dependent Fields	Updates related fields based on imported values	Ensure the dependent fields are populated correctly before importing

Advanced Options

The Import XML Record action gives numerous advanced options to tailor the import process to specific needs.

Customization

Options

The following options are available for customization:

Mapping Attributes

Define how attributes in the XML record map to fields in the target table. By default, the action uses the attribute name as the field name. However, this can be customized to map specific attributes to specific fields.

Setting Field Values

Set specific values for fields in the target record. This is useful for adding default values or updating existing records with additional information. The action supports setting field values from both the XML record and static values.

Handling Relationships

Configure how the action handles relationships between tables. The action supports creating, updating, and deleting related records based on the data in the XML record. Specify the relationship type and the fields used to identify related records.

Transforming Data

Apply transformations to data in the XML record before importing it. The action supports a range of transformations, including date formatting, string manipulation, and mathematical operations. This allows for complex data manipulation and data validation.

Error Handling

Control how the action handles errors that occur during the import process. Specify the behavior for validation errors, duplicate records, and other exceptions. This allows for customized error handling and ensures data integrity.

Logging and Debugging

Enable logging and debugging options to track the import process and identify any issues. Logging provides a detailed record of the import, including the XML record, mapping information, and field values. Debugging helps troubleshoot errors and optimize the import process.

Getting Started

To import a single XML record into ServiceNow, you can use the Import Set feature. This feature allows you to import data from an XML file into a specific table in your ServiceNow instance.

Step 1: Create an Import Set

Go to Import Sets > Import Sets. Click New. Give the import set a name and description. Select the table you want to import the data into.

Step 2: Map the XML Fields to the Table Fields

Click the Mapping tab. Match the fields in the XML file to the corresponding fields in the ServiceNow table.

Step 3: Import the XML File

Click the Import tab. Select the XML file you want to import. Click Import.

Step 4: View the Imported Records

Once the import is complete, you can view the imported records in the table you specified.

Additional Resources and Support

Additional Resources

The following resources can provide additional information on importing XML records into ServiceNow:

Support

If you need further assistance with importing XML records into ServiceNow, you can contact ServiceNow support.

Servicenow: How To Import A Single XML Record

Importing a single XML record into Servicenow is a simple process that can be completed in a few steps.

Here are the steps on how to import a single XML record into Servicenow:

Log in to your Servicenow instance.
Navigate to the table that you want to import the record into.
Click the “Import” button.
Select the “XML” file that you want to import.
Click the “Import” button.
The record will be imported into the table.