(Day 11)Import set ServiceNow | Import data ServiceNow | Coalesce,Mapping Assist & Transform Map

Summary

This video tutorial explains the process of loading bulk data into ServiceNow using Import Sets and Transform Maps. The presenter walks through how to import data from sources like Excel sheets, map fields to the appropriate tables (e.g., sys_user), and handle data transformation. Key concepts like coalescing are highlighted to prevent duplicate entries. The video provides a step-by-step guide, focusing on practical examples, best practices, and the importance of data integrity. It aims to help ServiceNow admins efficiently manage data loading, mapping, and transformation for seamless system integration.

Takeaways

• 😀 Import Sets in ServiceNow are used to load bulk data from external sources like Excel, CSV, XML, etc., into ServiceNow.
• 😀 The Transform Map in ServiceNow maps data from the Import Set table to the destination (target) table, ensuring proper alignment of fields.
• 😀 Coalesce fields are crucial for avoiding duplicate records in ServiceNow. When enabled, they update existing records rather than creating new ones.
• 😀 The first step in the data import process is creating an Import Set table, which acts as a staging area for the incoming data.
• 😀 Auto Mapping in ServiceNow can automatically map fields between the Import Set and target tables if the field names match.
• 😀 Manual mapping of fields can be done using 'Mapping Assist' if the field names do not match between the source and target.
• 😀 The video demonstrates loading user data (User ID, First Name, Last Name, Email) from an Excel sheet into the User table in ServiceNow.
• 😀 It's important to double-check the field names in the source file (Excel sheet) to ensure accurate mapping to the target table.
• 😀 After mapping, the data is transformed and pushed to the target table using the Transform Map, completing the data import process.
• 😀 If a Coalesce field is set to true (e.g., User ID), ServiceNow will prevent inserting duplicate records by updating the existing data.
• 😀 The video concludes with a demonstration of how the data is successfully loaded and updated in the target User table, ensuring no duplicates exist.

Q & A

What is the primary purpose of using an Import Set in ServiceNow?

The primary purpose of using an Import Set in ServiceNow is to load data from external sources (such as Excel, CSV, JDBC, XML, etc.) into ServiceNow tables. This is particularly useful for transferring bulk data into the system, enabling administrators to manage data efficiently.

What is a Transform Map in ServiceNow, and how does it work?

A Transform Map in ServiceNow is used to map the data from an Import Set table to the appropriate target table in ServiceNow. After the data is imported into the Import Set, a Transform Map helps to map the fields from the source data to the destination fields in ServiceNow, ensuring that data is correctly placed in the target table.

How does the 'Coalesce' field help in preventing duplicate data?

The 'Coalesce' field helps prevent duplicate data by identifying a unique record based on a specific field, such as the user ID. If the same data is loaded again, ServiceNow will either update the existing record or ignore it, preventing duplicates from being inserted into the target table.

Why is it important to ensure column names in the Excel sheet match the field names in ServiceNow?

It is important to ensure that the column names in the Excel sheet match the field names in ServiceNow because, during the data mapping process, ServiceNow will automatically map fields with matching names. If there is a mismatch, manual mapping or corrections are required to ensure that data is correctly loaded into the appropriate fields.

What does the 'Auto Map' option do in a Transform Map?

The 'Auto Map' option in a Transform Map automatically maps fields between the source data and the target table if the field names match. This feature speeds up the mapping process, ensuring that the correct data is placed in the right fields without the need for manual mapping.

What should you do if the field names in the Excel sheet are different from the ServiceNow table's field names?

If the field names in the Excel sheet differ from the ServiceNow table's field names, you can use the 'Mapping Assist' feature in the Transform Map to manually map the fields. This allows you to align the source data fields with the appropriate target fields in ServiceNow.

What are some common sources of data that can be loaded into ServiceNow via an Import Set?

Common sources of data that can be loaded into ServiceNow via an Import Set include Excel sheets, CSV files, JDBC connections, XML files, and various other external data sources like FTP and HTTP servers.

What is the role of the Import Set table in the data loading process?

The Import Set table acts as a staging area or temporary table where data is first loaded from external sources. Once the data is in the Import Set table, it is transformed and mapped to the target table in ServiceNow.

How can you view the data that has been loaded into the Import Set table?

You can view the data loaded into the Import Set table by navigating to the 'Loaded Data' section. Here, you will see the records that have been inserted into the table, along with their status and additional details. However, the data will not be visible until it is properly mapped and transformed.

What happens when the Coalesce field is set to 'true' on a column in a Transform Map?

When the Coalesce field is set to 'true' on a column, ServiceNow will treat this field as unique. If a duplicate record is detected (e.g., the same user ID is found), the system will update the existing record instead of inserting a new one, ensuring that no duplicate data is added to the target table.