What is an ACL in ServiceNow?
In ServiceNow, an Access Control List (ACL) refers to a powerful and security tool which controls user access to the entire platform. ACL restricts the range of information which users are authorised to work with at different levels. ACLs also control access at different levels; on the table level, on record level, and also field level at all the aforementioned levels.
In ServiceNow, ACLs are implemented in such a way that every access being requested is evaluated against some predefined set of conditions and user roles. These conditions can be as basic as a role validation or complex such as scripted validation considering the context of the request. ACLs can ensure secure information circulation within an organisation by controlling and verifying information access and guiding users to the right level of system interaction.
ServiceNow makes it possible to develop ACL rules for actions such as reading, writing, creating, or deleting. This feature is powerful because it allows administrators to specify what kinds of interaction can be performed on any piece of data. Certain users, for example, may be granted permission to read a specific data set, but be restricted from changing it. Others, however, may have more extensive privileges based on organisational role and responsibilities.
Different Types of Access Controls :
ServiceNow ACLs consist of different types of access control policies that define how users interact with data. Among them are:
Table ACLs: These rules determine access permissions at the table level. They are relatively broad, focusing on whether a user can access any record within a particular table. Table ACLs serve the foremost function of restricting the user’s access to data.
Record ACLs: At a lower hierarchy, record ACLs define the access on files contained within a database table. They are ideal for different use cases where access might need to be limited on an item-by-item basis rather than on the entire table. For example, certain users can be allowed to view records pertaining to them, but not others beyond those created by them.
Field ACLs: To achieve the highest level of granularity, field ACLs restrict access on record specific fields. This means users may have authorisation to see or change certain fields contained within a record while the rest remain restricted. Such accuracy ensures that even in cases when the entire record is rendered visible, sensitive fields can be correctly masked according to user roles and defined permissions.
Creating And Managing ACLs In ServiceNow :
Creating and managing ACLs in ServiceNow is key to the system’s administrators in as far as rational allocation of data access is controlled and system security is put in place. The sequence consists of major steps and recommended practices that assist in the creation of ACLs without compromising the system’s security.
Step 1: Determining the Access Requirements.
Clearly, ACLs cannot be created without prior understanding of the organisational access requirements. This means determining what data needs to be accessed by whom and in what scenarios. Contemplate user roles alongside their responsibilities as well as any legal or compliance ramifications that would require certain measures to be taken towards the protection of the data.
Step 2: Define Conditions and Scripts
Defining conditions that allow granting or denying access based on the access prerequisites is the next step. This could be as simple as checking for user role or as complex and context driven as checking the purpose of the request. With ServiceNow, administrators have the power to bypass standard role scrutiny and have access to more sophisticated control management through scripting.
Step 3: Create ACL Rules
To begin crafting an ACL rule, access the ServiceNow instance configuration panel and navigate to the ACL Module. In this section, you will be able to create new ACL entries by choosing the type of ACL you wish to create such as Table, Record, or Field ACL.
You first need to define the table or field to which the ACL will extend. This can be achieved by looking up the entity from within the instance and selecting it. For Table ACLs, select the table name, and for Field ACLs, the relevant field within the table should be selected.
After this, you shall have to set the scope of the operation that will be controlled by the ACL. You have the option of ServiceNow operations such as create, read, write, or delete which define the access that the ACL will control.
Select the operation and proceed to set the “Requires Role” field. This is one of the most important steps where you explain what roles would have access to this ACL. You can set multiple roles, meaning any user with listed roles will qualify to fulfil the conditions of the ACL.
Step 4: Set Up Conditions and Scripts For More Detailed Control
Having put in place the basic parameters, go on to configure conditions and scripts. ServiceNow provides capabilities for adding condition scripts right on the ACL creation page. Such scripts are almost always JavaScript and permit working with advanced counsel logic such as user attributes, conditions on records, or even time restrictions.
Every precise business rule defined to grant or deny access should be stated in the scripts in order to properly administer data access management.
Begin with determining what specific conditions provide or deny access to sensitive resources. This may include validating the user’s department, their geographical location, or any other custom attributes added to your ServiceNow instance. For instance, you may wish only personnel from the IT department with certain certifications to be able to edit entries in certain tables in the database.
Follow these instructions using the script editor to add the various restrictions for groups or users. It is essential to test these scripts thoroughly to make sure they function correctly in real-life scenarios because unintended scripts can create unnecessary access or block necessary access which may hinder security or productivity.
In more advanced scenarios, the use of scripting techniques such as GlideRecord queries or API calls can facilitate data retrieval and verification across multiple tables for making informed access decisions. Such mechanisms enable the construction of context-sensitive access controls that change according to the dynamic parameters – user and record attributes.
Step 5: Have You Tested Your ACL Configurations
It goes without saying that after constructing the ACLs, they are tested to confirm that they work as intended. Consider testing the ACLs in a sandbox environment first to ensure that system users can still log in and that non-system users don’t have access.
Formulate use case scenarios for various user classification groups for each ACL rule and check if the logic works as intended. Capture log files generated during these tests and analyse them for discrepancies and troubleshoot the configurations based on the findings.
Test cases are expected to include, but are not limited to:
Valid Access: Users meeting all conditions should be able to access resources without hindrances or additional challenges.
Denied Access: The users properly restricted for not meeting the specified criteria should indeed be shut out, ensuring criteria compliance.
Boundary Conditions: Go through users who are on the meeting criteria gaps to check if ACL changes with minimal data updates.
Multiple Conditions: Explore scenarios where several ACLs might overlap or compete to articulate the hierarchy and rationale behind the decisions made.
Utilise ServiceNow’s impersonation capabilities to evaluate the system from users of various roles and profiles. This assists in understanding the interaction of different users with the system while verifying that all aspects of access control are accurately implemented.
Post-testing, inspect results for errors or unexpected results. This includes analysing for access that is unjustifiably blocked (false positive) or inappropriately granted (false negative). Problems should be resolved by changing the restrictions or scripts of your ACLs, repeating the tests until each change validates the resolution.
Step 6: Allocate ACLs to Production
Before allocation make sure you have informed all other participants and have received approvals from the relevant parties. This step guarantees that everyone is ready for the adjustments and can provide feedback if needed, safeguarding unintentional consequences.
Create Backup of Current Configuration :
Always remember to back up current configurations prior to creating or implementing any new ACLs. Creating and backing up these configurations serves as safety precautions which help in reverting if something goes wrong after the deployment. To prevent data loss, make sure to back up using ServiceNow’s commands delete function.
Schedule the Deployment Time
Plan setup during maintenance hours or off-peak days when there are fewer users in the system. When system usage is most ideal without too many users, that is when deployment for setup can occur. Trying to make changes while there are many users will hinder the user experience, so try to limit that.
Implement in Steps :
Implementing ACLs all at once for all users is highly discouraged, as it can create a lot of burden, especially at the beginning. Consider implementing ACLs one at a time and take into account user feedback after each phase. Listen to them, devise a strategy that begins with the most essential ACLs, and gradually add while progressively springing on users until everyone is onboard.
Support and Monitor :
Set up hotlines to receive queries pertaining to the newly released features, take feedback through surveys that help mark out modifications users wish to have for polishing to allow better meeting of the company goals. After deploying, as ACL changes are still fresh in the system, closely monitor for any changes that these amendments bring along with user provision as hotlines help prompt for faster feedback.
Equip your IT staff with the necessary response protocols to address incidents involving access control. As in other issues, prompt and effective resolution of access problems helps avoid disruptions and preserves confidence in the IT infrastructure. Make sure that every member of the team has received briefings about the changes and has a defined solution pathway for most problems users are likely to encounter.
Overseeing The Efficiency :
Monitor system efficiency after system implementation. Watch for aberrantly high error rates or long delays in responding to access requests, as these might point to problems with ACL settings. After implementing changes to ACLs, monitor critical system health and performance indicators using ServiceNow’s performance analytics tools.
ServiceNow ACL Rule Structure :
Access control lists (ACLs) can be created and configured in ServiceNow, just like any other element within the system. Mastery of deploying and managing them relies heavily on understanding the do’s and don’ts. Each ACL rule consists of a number of essential parts that determines how the ACL will behave and what data will be accessible through it.
Main Features of ACL Rules :
Operation Type: ACL rules are usually classified because of the type of operation they control. This includes create, read, write, and delete. ACL rules may also be set for certain defined operations like execute or personalise. Setting the correct operation type is very important because it limits the range of actions available to a user on a certain record.
Operation Level: this sets the specific level which the ACL rule will apply to. It may be as broad as entire databases and systems or as precise as specific tables, records, and even particular fields within a table. The level of detail you set for your ACL can greatly affect how easy it is to use the system while still providing security.
Role: Roles define who can execute the operation defined in the ACL rule. Roles need to be defined accurately so that the users have the right permissions when executing tasks. To balance tailored access control, advanced permissions can be configured as needed to the aligned governing body to guarantee customised system access devoid of undue scrutiny responsibly.
The first component of an ACL rule is its type, which defines where the rule will be enforced. In ServiceNow, there are three main types:
Table ACLs: These pertain to entire tables and control access at the top level, for example allowing or disallowing reading or writing to any records in that table.
Record ACLs: These focus on the particular records in a table and permit more granular control by determining which specific records can be accessed under specific conditions.
Field ACLs: These are more specific and control access to particular fields in a record. Field-level ACLs permit administrators to block record access to sensitive data within a record.
Operation: These define how a specific action will be moderated by the ACL. Commonly the following actions are used:
Read: Checks if a user is allowed to examine table, record or field contents.
Write: Checks if a user is allowed to alter the content.
Delete: Determines the permission to eliminate a table, record or field in the system.
By defining the operation, you can ensure that the user interface at every interaction point with the system is secured.
Condition:
A condition within ACL rules provides ACLs with an additional layer of granularity by creating criteria that must be achieved for access to be allowed. Conditions are usually in JavaScript, use many logical and comparison operators, and evaluate real-time information in the system. Within ServiceNow, these conditions can examine fields, roles or any other contextual data to determine whether logical access can be allowed.
As an example, a condition could verify if a user’s department is equal to the value of the department field of a particular record or if a certain milestone has been completed. You can meet sophisticated security standards that require continual changes in response to your organisation’s actions by defining specific conditions.
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