ServiceNow Knowledge Microsoft Graph connector
With the Microsoft Graph connector for ServiceNow, your organization can index knowledge-base articles that are visible to all users or restricted with user criteria permissions within your organization. After you configure the connector and index content from ServiceNow, end users can search for those articles from any Microsoft Search client.
You can also refer this video to learn more about Graph Connector's capability in managing search permissions.
This article is for Microsoft 365 administrators or anyone who configures, runs, and monitors a ServiceNow Knowledge Graph connector. It supplements the general instructions provided in the Set up Microsoft Graph connectors in the Microsoft 365 admin center article. If you have not already done so, read the entire Setup your Graph Connector article to understand the general setup process.
Each step in the setup process is listed below along with either a note that indicates you should follow the general setup instructions OR other instructions that apply to only ServiceNow connector including information about Troubleshooting and Limitations.
Step 1: Add a connector in the Microsoft 365 admin center.
Add ServiceNow Knowledge Connector
(See general setup instructions for more details)
Step 2: Name the connection.
Follow the general setup instructions.
Step 3: Connection Settings
To connect to your ServiceNow data, you need your organization's ServiceNow instance URL. Your organization's ServiceNow instance URL typically looks like https://<your-organization-domain>.service-now.com.
Along with this URL, you will need a service account for setting up the connection to ServiceNow as well as for allowing Microsoft Search to periodically update the knowledge articles based on the refresh schedule. The service account will need read access to the following ServiceNow table records to successfully crawl various entities.
| Feature | Read access required tables | Description |
|---|---|---|
| Index knowledge articles available to Everyone | kb_knowledge | For crawling knowledge articles |
| Index and support user criteria permissions | kb_uc_can_read_mtom | Who can read this knowledge base |
| kb_uc_can_contribute_mtom | Who can contribute to this knowledge base | |
| kb_uc_cannot_read_mtom | Who cannot read this knowledge base | |
| kb_uc_cannot_contribute_mtom | Who cannot contribute to this knowledge base | |
| sys_user | Read user table | |
| sys_user_has_role | Read role information of users | |
| sys_user_grmember | Read group membership of users | |
| user_criteria | Read user criteria permissions | |
| kb_knowledge_base | Read knowledge base information | |
| sys_user_group | Read user group segments | |
| sys_user_role | Read user roles | |
| cmn_location | Read location information | |
| cmn_department | Read department information | |
| core_company | Read company attributes | |
| Index extended table properties (optional) | sys_db_object | Read extended table details |
| sys_dictionary | Read extended table properties |
You can create and assign a role for the service account you use to connect with Microsoft Search. Learn how to assign role for ServiceNow accounts. Read access to the tables can be assigned on the created role. To learn about setting read access to table records, see Securing Table Records.
If you want to index properties from extended tables of kb_knowledge, provide read access to sys_dictionary and sys_db_object. This is an optional feature. You will be able to index kb_knowledge table properties without access to the two additional tables.
Note
ServiceNow Microsoft Graph connector can index knowledge articles and user criteria permissions without advanced scripts. If a user criteria contains advanced script all the related knowledge articles will be hidden from search results.
To authenticate and sync content from ServiceNow, choose one of three supported methods:
- Basic authentication
- ServiceNow OAuth (recommended)
- Azure AD OpenID Connect
Step 3.1: Basic authentication
Enter the username and password of ServiceNow account with knowledge role to authenticate to your instance.
Step 3.2: ServiceNow OAuth
To use ServiceNow OAuth for authentication, a ServiceNow admin needs to provision an endpoint in your ServiceNow instance, so that the Microsoft Search app can access it. To learn more, see Create an endpoint for clients to access the instance in the ServiceNow documentation.
The following table provides guidance on how to fill out the endpoint creation form:
| Field | Description | Recommended Value |
|---|---|---|
| Name | Unique value that identifies the application that you require OAuth access for. | Microsoft Search |
| Client ID | A read-only, auto generated unique ID for the application. The instance uses the client ID when it requests an access token. | NA |
| Client secret | With this shared secret string, the ServiceNow instance and Microsoft Search authorize communications with each other. | Follow security best-practices by treating the secret as a password. |
| Redirect URL | A required callback URL that the authorization server redirects to. | For M365 Enterprise: https://gcs.office.com/v1.0/admin/oauth/callback, For M365 Government: https://gcsgcc.office.com/v1.0/admin/oauth/callback |
| Logo URL | A URL that contains the image for the application logo. | NA |
| Active | Select the check box to make the application registry active. | Set to active |
| Refresh token lifespan | The number of seconds that a refresh token is valid. By default, refresh tokens expire in 100 days (8,640,000 seconds). | 31,536,000 (one year) |
| Access token lifespan | The number of seconds that an access token is valid. | 43,200 (12 hours) |
Enter the client id and client secret to connect to your instance. After connecting, use a ServiceNow account credential to authenticate permission to crawl. The account should at least have knowledge role. Refer to the table in the beginning of step 3: connection settings for providing read access to more ServiceNow table records and index user criteria permissions.
Step 3.3: Azure AD OpenID Connect
To use Azure AD OpenID Connect for authentication, follow the steps below.
Step 3.3.1: Register a new application in Azure Active Directory
To learn about registering a new application in Azure Active Directory, see Register an application. Select single tenant organizational directory. Redirect URI isn't needed. After registration, note down the Application (client) ID and Directory (tenant) ID.
Step 3.3.2: Create a client secret
To learn about creating a client secret, see Creating a client secret. Take a note of client secret.
Step 3.3.3: Retrieve Service Principal Object Identifier
Follow the steps to retrieve Service Principal Object Identifier
Run PowerShell.
Install Azure PowerShell using the following command.
Install-Module -Name Az -AllowClobber -Scope CurrentUserConnect to Azure.
Connect-AzAccountGet Service Principal Object Identifier.
Get-AzADServicePrincipal -ApplicationId "Application-ID"Replace "Application-ID" with Application (client) ID (without quotes) of the application you registered in step 3.a. Note the value of ID object from PowerShell output. It's the Service Principal ID.
Now you have all the information required from Azure portal. A quick summary of the information is given in the table below.
| Property | Description |
|---|---|
| Directory ID (Tenant ID) | Unique ID of the Azure Active Directory tenant, from step 3.a. |
| Application ID (Client ID) | Unique ID of the application registered in step 3.a. |
| Client Secret | The secret key of the application (from step 3.b). Treat it like a password. |
| Service Principal ID | An identity for the application running as a service. (from step 3.c) |
Step 3.3.4: Register ServiceNow Application
The ServiceNow instance needs the following configuration:
Register a new OAuth OIDC entity. To learn, see Create an OAuth OIDC provider.
The following table provides guidance on how to fill out OIDC provider registration form
Field Description Recommended Value Name A unique name that identifies the OAuth OIDC entity. Azure AD Client ID The client ID of the application registered in the third-party OAuth OIDC server. The instance uses the client ID when requesting an access token. Application (Client) ID from step 3.a Client Secret The client secret of the application registered in the third-party OAuth OIDC server. Client Secret from step 3.b All other values can be default.
In the OIDC provider registration form, you need to add a new OIDC provider configuration. Select the search icon against OAuth OIDC Provider Configuration field to open the records of OIDC configurations. Select New.
The following table provides guidance on how to fill out OIDC provider configuration form
Field Recommended Value OIDC Provider Azure AD OIDC Metadata URL The URL must be in the form https://login.microsoftonline.com/<tenandId">/.well-known/openid-configuration
Replace "tenantID" with Directory (tenant) ID from step 3.a.OIDC Configuration Cache Life Span 120 Application Global User Claim sub User Field User ID Enable JTI claim verification Disabled Select Submit and Update the OAuth OIDC Entity form.
Step 3.3.5: Create a ServiceNow account
Refer the instructions to create a ServiceNow account, create a user in ServiceNow.
The following table provides guidance on how to fill out the ServiceNow user account registration
| Field | Recommended Value |
|---|---|
| User ID | Service Principal ID from step 3.c |
| Web service access only | Checked |
All other values can be left to default.
Step 3.3.6: Enable Knowledge role for the ServiceNow account
Access the ServiceNow account you created with ServiceNow Principal ID as User ID and assign the knowledge role. Instructions to assigning a role to a ServiceNow account can be found here, assign a role to a user. Refer to the table in the beginning of step 3: connection settings for providing read access to more ServiceNow table records and index user criteria permissions.
Use Application ID as Client ID (from step 3.a), and Client secret (from step 3.b) in admin center configuration wizard to authenticate to your ServiceNow instance using Azure AD OpenID Connect.
Step 4: Select properties and filter data
In this step, you can add or remove available properties from your ServiceNow data source. Microsoft 365 has already selected few properties by default.
With a ServiceNow query string, you can specify conditions for syncing articles. It's like a Where clause in a SQL Select statement. For example, you can choose to index only articles that are published and active. To learn about creating your own query string, see Generate an encoded query string using a filter.
Use the preview results button to verify the sample values of the selected properties and query filter.
Step 5: Manage search permissions
The ServiceNow connector supports search permissions visible to Everyone or Only people with access to this data source. Indexed data appears in the search results and is visible to all users in the organization or users who have access to them via user criteria permission respectively. If a knowledge article is not enabled with a user criteria, it will appear in search results of everyone in the organization.
To access the Knowledge base articles in ServiceNow, users need both Article-level permissions and KB-level permissions. When using the ServiceNow Knowledge Base connector, if there are no Article-level restrictions, it will apply the Knowledge Base-level permissions. However, if there are Article-level restrictions, those will take priority over the Knowledge Base-level restrictions.
Important
- The connector supports default user criteria permissions without advanced scripts. When the connector encounters a user criteria with advanced script, all data using that user criteria will not appear in search results.
- The connector does not apply intersection of Knowledge base-level and Article-level permissions, instead honors Article-level permissions directly.
If you choose Only people with access to this data source, you need to further choose whether your ServiceNow instance has Azure Active Directory (AAD) provisioned users or Non-AAD users.
To identify which option is suitable for your organization:
- Choose the AAD option if the Email ID of ServiceNow users is same as the UserPrincipalName (UPN) of users in AAD.
- Choose the Non-AAD option if the email ID of ServiceNow users is different from the UserPrincipalName (UPN) of users in AAD.
Note
- If you choose AAD as the type of identity source, the connector maps the Email IDs of users obtained from ServiceNow directly to UPN property from AAD.
- If you chose "Non-AAD" for the identity type see Map your non-Azure AD Identities for instructions on mapping the identities. You can use this option to provide the mapping regular expression from Email ID to UPN.
Step 6: Assign property labels
Follow the general setup instructions.
Step 7: Manage schema
Follow the general setup instructions.
Step 8: Choose refresh settings
Follow the general setup instructions.
Note
For identities, only full crawl scheduled will be applied.
Step 9: Review Connection
Follow the general setup instructions.
After publishing the connection, you need to customize the search results page. To learn about customizing search results, see Customize the search results page.
Limitations
The ServiceNow Knowledge Microsoft Graph connector has the following limitations in its latest release:
- Only people with access to this data source feature under Manage Search permissions step processes only user criteria permissions. Any other type of access permissions will not be applied in the search results.
- User criteria with advanced scripts are not supported in the current version. Any knowledge articles with such an access restriction will be indexed with deny everyone access i.e. they will not appear in search results to any user until we support them.
Troubleshooting
After publishing your connection, customizing the results page, you can review the status under the Data Sources tab in the admin center. To learn how to make updates and deletions, see Manage your connector. You can find troubleshooting steps for commonly seen issues below.
1. Unable to log in due to Single Sign-On enabled ServiceNow instance
If your organization has enabled Single Sign-On (SSO) to ServiceNow, you may have trouble logging in with the service account. You can bring up username and password based login by adding login.do to the ServiceNow instance URL. Example. https://<your-organization-domain>.service-now.com./login.do
2. Unauthorized or forbidden response to API request
2.1. Check table access permissions
If you see forbidden or unauthorized response in connection status, check if the service account has required access to the tables mentioned in step 3: connection settings. Please check whether all the columns in the tables have read access.
2.2. Change in account password
The Microsoft Graph connector uses access token fetched on behalf of service account for crawl. The access token refreshes every 12 hours. Ensure that service account password is not changed after publishing the connection. You may need to reauthenticate the connection if there is a change in password.
2.3. Check if ServiceNow instance behind firewall
The Microsoft Graph Connector may not be able to reach your ServiceNow instance if it is behind a network firewall. You will need to explicitly allow access to connector service. You can find public IP address range of connector service in the table below. Based on your tenant region, add it to your ServiceNow instance network allow list.
| Environment | Region | Range |
|---|---|---|
| PROD | North America | 52.250.92.252/30, 52.224.250.216/30 |
| PROD | Europe | 20.54.41.208/30, 51.105.159.88/30 |
| PROD | Asia Pacific | 52.139.188.212/30, 20.43.146.44/30 |
2.4. Access permissions not working as expected
If you observe discrepancies in access permissions applied to search results, verify access flow chart for user criteria in managing access to knowledge bases and articles.
3. Change the URL of the knowledge article to view it in the support portal
ServiceNow Knowledge connector computes the AccessUrl property using sys_id in the <instance_url>/kb_view.do?sys_kb_id<sysId> format. It will open the knowledge article in the backend system view. If you prefer redirecting the article to a different URL, follow the instructions below.
3.1 Edit your result type
In customization tab in Search & Intelligence section of Microsoft 365 admin center, navigate to edit the result type configured for your ServiceNow Knowledge connection.
When the edit result type dialog opens, click on Edit next to the result layout section.
3.2 Find the items block
Find the items block containing text property with shortDescription and AccessUrl values.
3.3 Edit AccessUrl property
To change the destination URL, edit the AccessUrl part of the text property in the items block. For example, if a ServiceNow Knowledge article should be redirected to https://contoso.service-now.com/sp where sp is the service URL portal prefix, follow the steps below.
| Original value | New value |
|---|---|
"[{shortdescription}]({AccessUrl})" |
"[{shortdescription}](https://contoso.service-now.com/sp?id=kb_article_view&sysparm_article={number})" |
Where number is the knowledge article number property. It should be marked as retrieve in Manage Schema screen during connection creation.
Finish reviewing your result type updates and hit Submit. Give it a minute or two to pick up the changes. Your search results should now redirect to the desired URLs.
4. Issues with Only people with access to this data source permission
4.1 Unable to choose Only people with access to this data source
You may not be able to choose Only people with access to this data source option if the service account doesn't have read permissions to the required tables in step 3: connection settings. Check whether the service account can read tables mentioned under Index and support user criteria permissions feature.
4.2 User mapping failures
ServiceNow user accounts that do not have an M365 user in Azure Active Directory will not map. Non-user, service accounts are expected to fail user mapping. Number of user mapping failures can be accessed in identity stats area in connection detail window. Log of failed user mappings can be downloaded from Error tab.
5. Issues with user criteria access flow
If you see differences in the user criteria validation between ServiceNow and Microsoft Search, set glide.knowman.block_access_with_no_user_criteria system property to no.
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