Mastering ServiceNow to Excel Exports: A Comprehensive Guide

Exporting data from ServiceNow to Excel is a bread-and-butter skill for any ServiceNow professional. Whether you need to generate reports, perform offline analysis, or simply share data with stakeholders unfamiliar with the ServiceNow interface, mastering this process is crucial. In essence, you can export data from ServiceNow to Excel using several methods, each with its own strengths and weaknesses. The most common ways include: List Context Menu Exports, Report Exports, Scheduled Exports, and utilizing the ServiceNow API. Let’s dissect each of these methods to help you choose the best fit for your needs.

Unveiling the Export Methods

Understanding the nuances of each export method is key to becoming a ServiceNow export virtuoso. Let’s dive deep into each one:

List Context Menu Export: The Quick and Dirty Approach

This is often the first method learned and the most straightforward for ad-hoc data extraction.

1. Navigate to the List View: Find the table (e.g., Incident, Change Request, Problem) containing the data you wish to export.
2. Right-Click the Column Header: This will open the context menu.
3. Select “Export”: Choose the “Export” option from the menu.
4. Choose Excel Format: A dialog box will appear. Select “Excel (.xlsx)” or “CSV” (which can be easily opened in Excel).
5. Choose Fields to Export: Select the columns you want to include in your export. You can reorder them too.
6. Download the File: Click “Export” to download the Excel file.

Pros:

• Simple and quick for small datasets.
• Requires minimal technical knowledge.
• Ideal for one-off exports.

Cons:

• Limited control over formatting and complex data transformations.
• Can be slow and resource-intensive for large datasets.
• Not suitable for automated or scheduled exports.
• Governed by access controls: You can only export data you have permission to view.

Report Exports: When Presentation Matters

ServiceNow’s reporting engine offers a powerful way to export data with a focus on visual presentation.

1. Create or Open a Report: Navigate to “Reports” -> “View / Run” and either create a new report or open an existing one.
2. Configure the Report: Customize the report to display the specific data you need, including filters, aggregations, and groupings.
3. Export the Report: In the report interface, click the “Export” icon (usually a downward-pointing arrow).
4. Choose Excel Format: Select “Excel (.xlsx)” as the export format.
5. Download the File: The Excel file will be downloaded.

Pros:

• Exports data in a structured and visually appealing format.
• Leverages ServiceNow’s reporting capabilities for filtering and aggregation.
• Good for presenting data to stakeholders.

Cons:

• Requires more setup and configuration than list context menu exports.
• Primarily designed for reporting purposes, not raw data extraction.
• Less flexible for complex data manipulations.

Scheduled Exports: Automation at Your Fingertips

For regular data exports, scheduled exports are the way to go.

1. Navigate to Scheduled Exports: Go to “System Definition” -> “Scheduled Jobs”.

2. Create a New Scheduled Export: Click “New” to create a new scheduled job.

3. Configure the Scheduled Job:

   • Name: Give the job a descriptive name.
   • Run: Define the frequency (e.g., daily, weekly, monthly).
   • Time: Specify the exact time for the export to run.
   • Table: Select the table to export data from.
   • Query: Add any necessary filters to limit the data being exported.
   • Format: Choose “Excel (.xlsx)” or “CSV”.
   • File Name: Define the file name for the exported file. You can use scripts to dynamically generate file names based on the date and time.
   • Target: Specify where the exported file should be saved (e.g., an email attachment, a shared network drive).
   • Fields: Choose the fields to export.

4. Save the Scheduled Job: Click “Submit” to save the scheduled job.

Pros:

• Automates the export process, eliminating manual effort.
• Ensures consistent and timely data delivery.
• Ideal for regular reporting and data synchronization.

Cons:

• Requires a good understanding of scheduled jobs and scripting (for dynamic file names and advanced configurations).
• Can be complex to set up initially.
• Requires careful monitoring to ensure jobs run successfully.

ServiceNow API: The Developer’s Playground

For the most flexibility and control, the ServiceNow API offers a programmatic way to export data.

1. Choose an API: ServiceNow offers several APIs, including the Table API, REST API Explorer, and the Import Set API. The Table API is commonly used for exporting data.
2. Authenticate: Authenticate your API requests using appropriate credentials (e.g., username/password, OAuth).
3. Construct the API Request: Build an API request to retrieve the desired data from the table. You can use parameters to filter and sort the data.
4. Parse the API Response: The API will return data in JSON or XML format. Parse the response to extract the relevant data.
5. Create an Excel File: Use a programming language (e.g., Python, JavaScript) to create an Excel file and write the extracted data to it.
6. Download or Save the File: Provide a way for users to download the generated Excel file or save it to a designated location.

Pros:

• Offers maximum flexibility and control over the export process.
• Allows for complex data transformations and manipulations.
• Enables integration with other systems.

Cons:

• Requires programming skills and knowledge of APIs.
• More complex to implement than other methods.
• Requires careful error handling and security considerations.

Frequently Asked Questions (FAQs)

Here are 12 frequently asked questions to further enhance your understanding of ServiceNow to Excel exports:

1. Can I export data from a related table? Yes, using dot-walking in the list context menu export or by configuring the report to include fields from related tables. For scheduled exports and API methods, you need to define the relationship in your query or script.

2. How do I export data containing special characters (e.g., commas, quotes)? Exporting as CSV can sometimes cause issues with special characters. Using Excel (.xlsx) format generally handles these characters better. If using CSV, ensure the delimiter is properly configured and that text fields are enclosed in quotes.

3. How can I export large datasets without performance issues? For large datasets, consider using scheduled exports or the API, as these methods can be optimized for performance. Avoid using the list context menu export for extremely large tables. Also, filter your data to only export what’s needed.

4. How do I handle date and time formats in Excel exports? ServiceNow stores date and time values in a specific format. When exporting to Excel, the format might not be displayed correctly. You can format the date and time columns in Excel after exporting or use scripting in scheduled exports or the API to format the data before exporting.

5. Can I export data to a specific sheet in an existing Excel file? This is typically done using the API. You would need to use a library or module in your programming language to interact with Excel files and write data to specific sheets.

6. How do I include attachments in my Excel export? Attachments are not directly included in Excel exports. However, you can include links to the attachments in the exported data. You would need to construct the URLs for the attachments based on the record’s sys_id.

7. How can I dynamically filter data in scheduled exports based on the current date? You can use a JavaScript expression in the query filter of the scheduled export to dynamically filter data based on the current date. For example, you can filter records created in the last week.

8. Is it possible to encrypt the exported Excel file? Yes, but this requires custom scripting and integration with encryption libraries. Neither the list context menu, report export, or scheduled export functions offer built-in encryption features.

9. How do I troubleshoot failed scheduled exports? Check the system logs for any error messages related to the scheduled job. Verify that the user account running the scheduled job has the necessary permissions to access the data and save the file.

10. Can I limit the number of rows exported to Excel? Yes, you can use the “sysparm_limit” parameter in your API request to limit the number of rows returned. For scheduled exports, you can achieve this through scripting in the query filter.

11. How do I export data from a GlideAggregate object to Excel? You need to iterate through the GlideAggregate object and extract the data into a format that can be written to an Excel file. This typically involves using the API and a scripting language.

12. What are the best practices for securing data during the export process? Ensure that the user accounts used for exporting data have the least privilege necessary. Encrypt sensitive data during transit and at rest. Regularly review and update your export configurations to ensure compliance with security policies.

Conclusion: Becoming an Export Expert

Mastering ServiceNow to Excel exports requires understanding the different methods available and choosing the right one for your specific needs. From the simplicity of list context menu exports to the power of the ServiceNow API, each method offers unique advantages. By understanding these methods and considering the FAQs, you can confidently extract and share data from ServiceNow, empowering your organization with valuable insights. Remember to always prioritize data security and follow best practices to ensure the integrity and confidentiality of your information. Now go forth and export!