my name's Jason Miller founder of Aspen now solutions and we're about to unlock the power service now I'd like to start off by thanking all 20 420 subscribers in over 80 countries globally if you believe in transferring knowledge to those who need it most please click Subscribe your user data will not be transferred to anyone outside of Aspen now without your consents today what we're going to be discussing is how to create a record producer with just a couple of clicks so a lot of people when they start off creating a record producer they're going to come to record producers so if they were to type in I don't know sometimes I'll just type in our D space PR and then record producers will come up and then they'll come in here and they'll click new and then they'll start building out the variables and they have to map them back to the fields and all that stuff but today what I'm going to show you how to do is something a little bit easier than creating a record producer from scratch so as we know record producer what does it do it's kind of like a link between the back end and the front end it's the way for our users to go out on the portal and submit an incident problem or something for a custom application or whatever it is that we want them to submit on the front end and then the data will be pushed to the back end it's a pretty good solution that's set up I have to say ServiceNow did a you know pretty good job with setting the stuff up I made a remark though in a couple of videos I think previous to this one that like they didn't have like an alignment between like fields and variables just remember a variable on the catalog side field that's going to be on what we would call the back end or what we see here is developers or anyone that doesn't interface with solely the front end they're going to be dealing with you know the front end people meaning like our customers are gonna be dealing with variables and we're going to be dealing with fields so the first thing we're going to do today and the remark I made was like there was no line minute we know to however I'm gonna part of the solution is actually going to align the to the fields and the variables so we're gonna go to tables and you're gonna have to be an admin to do this stuff and one thing I want to note is that yeah I'm in a domain separate environment so I'm gonna be working on top for all of you that are in a single tenant environment not a problem it's totally cool you can implement the solution also just if you're in a domain separate environment the level of complexity does go up exponentially at least that's what I feel so I'm gonna create a table and I don't know what I'm gonna call it yes I'm gonna call it I don't know Aspen RP or something like of you and there we're gonna say what's the name on this okay Auto populate stuff for us and I'm gonna extend the task table because I want some of the fields coming down module we're gonna create B over here the menu and a little bits I'm gonna go to controls you sure all let it be extensible I want to Auto number it I don't know if I like that maybe I'm called AARP now just kidding we can't do that because Mahler just do Aspen and then looks like we got our numbering system so here we don't have to create access controls we could get I create separate ACLs say like you know because it extends tasks just say alright you know use ITIL or something like that but I'll create the user role we'll just argue in this example that you know one of the requirements is that we need a new user role and we're going to see here this is going to be accessible from all application scopes great and also keep in mind I'm in the global scope right now I'm sure we could have a nice little debate about you know okay dude you know can we create it in a so custom app or you know can we create a global to me just for demonstration purposes it's not really going to matter so we're gonna hit save and now what we're going to see is in a matter of moments hopefully we're at a good pace today alright so right now I've created the table we're gonna go to our columns here we'll see everything from task has pretty much been pulled down and I'm gonna create a couple but the way I'm going to create them is not really by clicking new right here because that's kind of the slow way the fast way is to go to let's go to our form layouts and it's probably gonna the default view is probably going to be or will be I should say hopefully this works if not that I'm like okay show form let's try that there we go now it's moving us now what I'm going to do it looks like that UI a tional isn't working for some reason so now I'm going to go to configure form layout and that's our new record view and the way I add fields or create fields is I'm going to come right here and just crank out a couple even if I don't want them on the full arm I'm still gonna create them here so let's see here the first thing I'm going to create is string fields and I'm just going to call it number and it could be any sort of quantifiable type of number so I'm gonna make it integer great I'm gonna add that there now I want to do a string field or so we think maybe it won't be a string but we'll see here alright so now I'm gonna do a string field I'm probably going to make this like a medium and our string field is really gonna turn into a choice so if you remember there were a couple of videos there where I showed you how to make a reference field look like a choice fields etc I think I did two videos on that so for our string field here I'm going to I don't know I'm just going to make something up here I'm just going to call it like requests urgency and I know you're probably there's already an urgency on this table but I'm gonna make one that's unique here and I'm going to show you how to you know change these excuse me to change this one right here into a choice field even though it's a string and true or false the priority field on the task table is it a string or a choice I'll let you think about that one you can go look it up for yourself okay so now I have requests urgency now I have number and now I'm gonna do like a I don't know like a reference field here let's just say and do reference now it's going to tell me okay which table do I want to reference here and let's see what are we going to do here let's just do sis user [Music] and I'm gonna call this like Aspen requester right okay I'm gonna add that there and then I'm going to add okay so I'm actually gonna change that probably the solution number the request urgency and then let's see here what else do we want to do yeah I think that's good for right now we just add three fields and then if I want to I can also define the for mom at it like let's say I want to get rid of this so I want to do like location maybe I want to know where they're at the assigned to now we're gonna sign these gonna be assignable maybe I think I'm gonna get rid of priority I get rid of parents and now what I'm going to do is I'm going to grab these three just scoot them on up let's see here I just put them there I'll probably put requester up here and that'll probably be their location or whatever okay so I think we have a good like working you know whatever it is prototype or whatever we want to call it I'm gonna get rid of this all right short description to work now it's this looks fine anything else any maybe I want the additional comments and here we can do comments and work knows maybe that'll be redundant but whatever all right so I think think we're okay now all right I work notes list I don't know we'll see how this turns out it was a big mess alright so now we're going to create a phone we created fields also so the fields are there and now all right we can take a look at all this stuff great now what we want to do is just go back to our table right because we got to take care of these fields that we created like Aspen or requestor and stuff like that so see here acid and what I'm gonna do is I'm just gonna sort this by created make it a little bit easier so these three just line up so I'm gonna do boom boom boom right a lot of people are gonna tell you don't do that don't open up 19 tabs but I'm the type of person I can't live without opening up at least I don't know six tabs on the screen right so here we go we got a request for open here it's pointing to sis user maybe I want to put in a ref qual right reference qualifier condition to say like active is true okay and you know you could come up with some other ones too and now what I'm gonna do is I'm just gonna hit save and one thing I wanted to show you about like the ref qualifier which is kind of cool like if you ever have to do like an advanced one because I like when you're working with service catalog or the portal stuff you you're probably gonna have to do some sort of advanced ref qual sometimes so one trick that I always do is I'll change it to advanced and then boom you see how it creates a right for you right there so if you if you learn something go ahead and click like but yeah you can kind of toggle that back and forth so that way you don't even have to like like if you don't know script that well you can't cut and paste this thing and then put it on the back end or excuse me on the on the front end right so there we go simple alright so now we have some other stuff going on we're not gonna do any choices cuz pulling from this this user table so that's good to go so we'll just say okay that's fine now we're going to go to number and I'm gonna make this solution number oops trouble spelling here so we have solution number it's an integer value I'll just keep it that way that's fine and now if I want to do like choices right remember a drop-down with none okay ignore the choice table because we're gonna create some choices in just a second so now I'm just going to save it real quick and then I'm going to go down here when this thing reloads and I'm going to create some choices now remember all this is on the back end so we're gonna do all our all our stuff on the back end first and then after that we're going to get to how with the click of a button and I think it's like three fields you got to fill in it'll create the record producer okay so here we got label value all that stuff so here I'm just going to put in one I don't know let's do ten and then let's do five whatever just pick up some random numbers now number one is I want this to be first I'm just gonna leave that blank then I'm going to go to five I'm gonna put in a value of 100 and then here I'm gonna put in a value 200 maybe it's a little bit extreme to sequence these out with such wide gaps but I definitely don't want to do like a 1 and a 2 just in case you know what if I add 6 7 8 9 then imma have to go back and yeah it's just kind of a pain so I want a little bit of space there between the numbers ok so we have that now request urgency this is a string field now remember I said that we're going to make this a choice so how do we do that we're going to do drop-down with none now we're gonna say save and we're gonna go down and do a couple other choices so let's do this let's put in here like to me it's either critical or it's not so I wanna make up my own call critical and this one is just gonna be standard alright and I think I'm gonna make this one 100 yeah that's done and I'm still debating whether I want to keep this number like an actual integer or not but I'm gonna give them the values to pick and that's one of the keys I think to creating really great record producers is to not have a bunch of short description fields why do I say that it's because later on when someone in your organization says hey can you run a report on like you know why these people did X Y or Z you know like imagine if this request urgency was like tell us why we should expedite this thing and they're right like a narrative well there's no real way to report on that decently because you'll probably have to use a bunch of different search terms like important or critical or what it'll just be a mess so that's why I always say like you have to present this thing like you're going to a restaurant or you're the owner of a rush line you're presenting a menu and you're saying okay you can pick from one of these things and yeah can you give a little bit of a description when you're telling the waiter you order sure you can do that all right so all that's done we can even take a look at the form now see how this stuff changed let's go to show form and now we'll see here solution number boom we have our choices there we can take a look here just make sure this thing is populated okay we've got some people in there are great and let's see here or urgency standard or critical wonderful so our form on the back end has already been taken care of so at this point this is where we're going to go back to the table and now we're going to get to the main event so now I'm going to scroll down here and just add to service catalog we're gonna click on that and what I'm going to do is I'm gonna pull up that form again and another window here don't put it right next to there I'll show you why cuz when I click on add to service catalog alright so do I have to do now I have to design a form again but this is way better than having to create it once and then create a second time on the back end so now I'm just going to call this Aspen let's see here Aspen requests short description pull one end and then category I'm gonna put in solutions that matter okay all right so now I'm gonna put out or put in here a requester what else do we want we want to do location now you'll see here this little plus sign that if we want to dot walk but I just want to make a point here that there's no dot walking on the front end so well let's give it a try let's see what happens and see if we can get this the pull through but don't think it's gonna happen so now let's go back to our fields here we want to know what what's their urgency right where's the request urgency and then I don't know maybe we want to do that number I don't know solution number let's try to find that ok we got that going now and I think I want to put this one up here a little bit and then yeah I think we're good to go now so at this point I'm gonna do save and open and it's thinking should this be created or not while we're doing that maybe let's go take a look at our table again real quick here and now I can answer that question of like you know is what's the priority field right we do want to know that now now it looks like it created so let's let's go back to here we go we're on our record producer so now what we can do is is it in a catalog it is it's an aspen now and because i place in that category solutions that matter it's in there greats all right and look at this we have our variables here and you're probably like ok you are right the location I think country was the field that we try to add my dog walked it didn't pull it over so that's one thing to know so if you want that that dot walkability what you're gonna have to do is you're gonna have to create a field here and then push I probably ought to create one on the back end to push it that way you know it's just something's going to have to happen if you want them to put in that information right all right so now let's see if we have our choice choices created too so let's go to these two and I feel like you know we have to provide evidence here evidence that this works all right so look at that it created our choices also so with the click of a button it did all that work that would take us forever to do I mapped it to the fields we have our choices down here this looks fantastic right we have standard uncritical perfect all right so now you know I could even take a look at if I wanted to just to see if the requestor came out right does it have the right table referenced let's take a look at that all right so we've asked been a request over here we're gonna go to come on now taken forever to load all right so we'll notice here what our ref qual didn't come through that's fine whatever we can add that pretty easily active is true I'm gonna hit save so now we just create the record producer and now what we're gonna want to do is all right so here's our record producer now maybe we want to preview it it might be a good idea see how this thing renders so it looks like we have four fields right here but maybe we want to see this thing like on the front end you know always check your fields - I feel like this is like go live prep 101 right like just make sure that when you push this thing in to prod that everything is displaying there's nothing worse than when you push this thing out especially if this stuff's mandatory right which you know maybe you want to do a a catalog UI policy now just to put a couple of mandatory fields so let's do that - right let's do a catalog UI policy oh wow it looks like the new button is not showing so let's bring it over here so if you didn't catch that that's pretty much it's almost like my go-to move you a two-finger click or right click open this in a new window and then right here I have my new button alright has it on the item which is fine I'm just going to put in mandatory fields right or variables scuse me I've used about the terminology we're using alright so let's see here so now we have our catalog policy actions again doesn't look like it's rendering right so no big deal I'm gonna flip out into this window though alright so which to do we want to make mandatory like I need to know the person's name right it's looking for okay it doesn't like it there's nothing in here this makes me so sad alright so this is one where I might have to pop up to global to do this let's try that and if it doesn't no big deal we can skip this and all uh I'll come back to it another time I just wanted to show something that resembles like real life because that's probably the reason why you come here and we wash this stuff is that you know when you deal with customers all day and they want stuff done you got to figure out you know if you're a good developer you really want to figure out here we go great the new button showed up if you're a good developer you want to figure out the best way and also the most efficient way to get stuff done all right just that does it like it we just want to open it all right I'm gonna try one more time if it doesn't open the no big deal we'll move on is it gonna pull no it doesn't want to all right I'll come back to that later but no big deal it's probably something with my instance that's hosed up with that UI action but I don't have time to fix it right now cuz I'm teaching you so anyway the ever feels out there but like let's say I don't because like when I do this try it here's the thing like that's not cool like that the way this thing looks here not not cool at all so what I'm gonna do is when I go out to service portal I'm gonna put it right out there on the portal so let's go - you don't want to do a configuration really want to go home but I think that's not gonna take me to where I want to go so I'm just gonna go to Aspen now here all right cool let's bring this thing up here and I'll show you why I'm grabbing this this ID in just a second so let's go find a record producer where'd it go did I lose it already okay here's a record producer gonna wait for this stuff to load all right so now let's do copy sis ID and let's go find our portal okay yeah he's our Aspen solution request great but this isn't this isn't linked to the one that I want to link to so what I'm going to do as you can see it's not coming to the one that I just created so let's see I'm gonna hold down I want a Mac so I'm gonna hold down control then I'm gonna do page and designer and while this thing is taking this time so I'm gonna get rid of this real quick all right our page is coming up come on now there we go so now what I want to do is I'm gonna take the sis ID hopefully this works category is the same as this other one so I'm gonna do save alright so now what I'm going to do is I'm gonna kick this thing out to yet another window and yeah I don't know how many tabs I got going in here but this isn't even close to sight on the record by the way all right boom okay so now it's rendering fine cool we got I like this view a little bit better you know do some work on the coloring and all that the brain ending of it if you will all that stuff's important especially to your your higher-level non-technical types you know I've got to have a nice shade of blue and white and all that so as you can see here maybe I want to get rid of Aspen a request a little bit later but I think you know this is kind of you know it meets the initial you know prototype if you will maybe I can think right here's what I'll need to take this out let me take the title out sorry about that let's try to do just cut that or I think that's actually going to take out the entire thing but we'll see yeah I took out that part so I think I have to go to the actual record producer itself to correct that all right so I'm not gonna worry about that part right now but basically we have the bare-bones so if we need to do like a quick demo on it or whatever we could go ahead and get that done just going to the right place oh there we go now it's going to the right place so we have we have this right now in place so I think we're at a good good point now if we want to test it out let's see if we can find me and I'll see if Miami's in here yes I want solution number one and the urgency is going to be standard I'm gonna click Submit all right there's a little thing here we could do click here to view if we want to you know I probably I'm gonna clean this stuff up to at some point but hey whatever then if I want to see if it actually create it on the table then we're gonna go to back to our table you can scroll down here we can do show lists alright and there you go and what you know one thing we forgot to do when we create this table that's like the number one thing that people always forget to do okay we got a we have to have our display value right so let's say I want to have okay so we got urgency here I think I want I want to do just a number let's go to column label okay there's number so I want this to be the display way oh great it did a for us excellent sometimes you know you're gonna have a different display value so just be aware of that but it looks like our number is going to be the display value in the past I remember that when I created one I think the display value is like the created date or something like that so it was kind of weird but yeah just make sure you check that all right so that's good and yeah now what oh yeah that's right I forgot we want to check our table right so to get to our table we can do this we can we can hit copy and then do this and then that also you can do dot lists and as you can see here the record was created now if we drill into it click number button looks like our value here is good standards came through location and asking a requester right all right so looks like you know not exactly a polished gem but we do have like a working prototype that we can build on so if you learn something today feel free to click like go ahead and share this on social media my name is Jason Miller founder of asthma now solutions that we just unlock the power of service now