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10 Reasons to Work with Aspediens

07 Dec 2011 · by nora.ghitescu · No Comments

Hello,

In the endless field of questions regarding ServiceNow implementation, Aspediens now provides a simple tool to help you figure out the answers you’re looking for and assist you in tackling the problems … with us! :-)

10 reasons to work with Aspediens is a short quizz that provides you, in just about 3 minutes, with the necessary arguments to help you set your priorities and better locate your needs. Effortless and agile, just like us!

 

 

Wether we are the perfect fit for your current needs or not quite,  Aspediens services will bring the right value . If you want to find out what we really add to the equation go visit www.aspediens.com/10reasons/

Pre Knowledge 11 conference Interviews: Dariusz Szybowski from Aspediens

02 Dec 2011 · by alex.broggi · No Comments

Dariusz is Director of Technology and co-founder of Aspediens. Computer Systems Engineer and seasoned developer, he brings with him more than 20 years of strong technical knowledge of various IT technologies, as well as the capacity to understand, design, implement and manage complex technical architectures and systems.

 

 

 

 

 

 

 

1. First time you saw ServiceNow?

Around October 2007 so it’s already 4 years. The ServiceNow community will probably consider me as a dinosaur ;)

2. What did you work on in ServiceNow so far?

At Aspediens I am in charge of “integrations” between ServiceNow and customers’ systems. This includes the development as well the supervision of the implementations. As virtual member of the ServiceNow Development Team I also created few plugins like Skills and Territory Management, Field Service Management and Software License Management.

3. What do you plan to do in the coming years?

We certainly will keep developing Aspediens trying to keep pace with ServiceNow (wow…). I would like also to explore new opportunities linked to the ServiceNow PaaS offering which should be available in a hopefully close future.

4. What you like most about ServiceNow (the product)?

I did work in my professional life with a lot of development environments but I found in Glide (development platform behind ServiceNow) the most versatile and flexible one. Working with Glide you really have the impression that everything has been thought and anticipated and what on other platforms takes days, here takes hours.

5. What you like least about ServiceNow?

I miss a bit the early days, when ServiceNow was about 50 employees located in a Wooden Spaceship at Solana Beach ;) Most of the meetings were taking place in Fred Luddy’s office with a superb view on the Pacific Ocean.

6. What will you present at k11?

During last year we had the chance to implement multiple integrations between ServiceNow and SAP Solution Manager. This is what I will be presenting at K11.

7. Do you have a scoop for us?

As I am more doer then talker, the K11 will be my first event as a speaker.

8. One last word?

I’m just hoping that my K11 session won’t be too boring for the audience ;)

Pre Knowledge 11 conference Interviews: John Walsh working @ the National Bank of Belgium

02 Dec 2011 · by nora.ghitescu · No Comments

Introducing today a Q&A with John Walsh, Program Manager for the Enterprise Service Management Program at the National Bank of Belgium.

John M. Walsh is an IT Adviser and Enterprise Architect with over 25 years of experience in both Business and IT domains across different industries and cultural divides. He specializes in areas including IT Strategy development, IT Governance, Enterprise Architecture, Service Management and Social IT. He is currently working as a Program Manager for a Service Management maturity program in Belgium.

(for more http://www.johnmwalsh.com/discover/biography/

@ Knowledge 11 Europe in Francfurt on Wednesday, December 7th 15.10 CET : It’s the Organization, Stupid!

John Walsh’s focus is on both the tool and the process. And while both are key, one of the most underestimated aspects is the organization in which the process and the tool are both being deployed. In this session, John will present his experience and lessons learned – showing how ServiceNow helps the bank focus on the real issue of the organization.

Q&A with John Walsh.

1. Quick bio about you

  • Working as an IT Adviser and Enterprise (solution) Architect.
  • Studies Computer Science and Mathematics at University College Cork, Ireland.
  • Background in Software development, Design, Quality Assurance, Outsourcing, Service Management and Enterprise Architecture.

2. First time you saw ServiceNow?

I discovered ServiceNow in 2007 when looking for a SaaS Service Management solution.

3. What did you implement?

Incident Mangement, Problem Management, Change Management, Service Catalogue, SACM – Asset Management, Service Request.

4. What do you plan to implement in the coming year?

SACM – Configuration Management, Service Level Management, Release Management.

5. What you like most about ServiceNow (the product)?

  • The modern architecture.
  • The Saas Model.
  • As a relatively new company, it brings a fresh look at Service Management.

6. What you like least about ServiceNow?

  • The Reporting could be improved.
  • Company’s approach to introducing new functionality.
  • Out of the Box processes are sometimes too basic.

7. What is the role of Aspediens in your project?

Aspediens were chosen as the Integrator based on their knowledge of the production and track record.

8. What will you present at know11?

On Dec 7th, I will be presenting “It’s the Organization, Stupid!” This will emphasize the importance of organization readiness to avail of what ServiceNow can deliver.

9. One last word?

I really like the ServiceNow offering and their recent focus on Quality shows that they are listening to Customers. While they are very profitable now, I expect that competitors will be catching up with them within the next couple of years. The key to their survival in my opinion will be to stay original, agile, cost effective and last but not least, keep their original culture in tact in the midst of growing from a small to a medium sized company.

10. What do you think the word “Aspediens” means?

I expect it is derived from ASP – Application Service Provider, a term from the 90′s. Calling a company ASP Limited was not possible as the domain name was not available so Register.com suggested that aspediens.com was available :)

 

 

Pre Knowlegde 11 conference interviews: Reinoud Martens from CERN

01 Dec 2011 · by alex.broggi · No Comments

Introducing today a Q&A with Reinoud Martens, Service Manager @ CERN in Geneva, Switzerland

Founded in 1954, CERN is one of the world’s most respected centres for scientific research. Its business is fundamental physics, discovering what the Universe is made of and how it works. At CERN, the world’s largest and most complex scientific instruments are used to study the basic constituents of matter – the fundamental particles. By studying what happens when these particles collide, physicists learn about the laws of nature.

CERN is known as the birthplace of the Web and is home to 2,300 staff members, playing host to more than 10,000 visiting scientists from more than 100 nationalities. A significant increase in CERN visiting scientists compelled CERN to revisit its approach to service management with a renewed focus on superior service delivery for organizational, IT and infrastructure services.

@ Knowledge 11 Europe in Francfurt on Wednesday, December 7th 15.10 CET : Non IT Services Using ITIL processes.

Reinoud will be sharing his practical experience introducing ITIL inspired best practice for non IT Services using ServiceNow. He will demonstrate how the ITIL principles can be used for to drive automated and efficient processes for non IT business areas, and discuss lessons learned on the significant differences he discovered after go-live between IT and non-IT support staff.

Q&A with Reinoud Martens

1. Quick bio about you:

Electrical Engineer from Delft University in Holland experimenting with digital electronics in the 1970’s migrated from hardware through programming in all languages and all levels to become DBA in the early 80’s. Spent the 90’s implementing and customizing ERP systems, and was in charge of all CERN’s administrative IT in the 00’s. As of 1/1/2010 in charge of service management for ‘non IT’ (but scope includes all application software) at CERN.

2. When did you see ServiceNow for the first time? What was your first feeling?

In the middle of 2009 we were given a demo of service-now, and it looked really attractive. We knew some tools but had no clear idea of the state of the art in service-management support tools at the time. For various reasons the fact that this tool was proposed as SAAS was particularly interesting for us too.

3. What did you implemented?

Request, Incidents, Knowledge, Business Service Catalog, Change, Service Level Management.

4. What do you plan to implement in the coming year?

Consolidation of Change; Problem and Event are under implementation

5. What you like most about servicenow (the product)?

Coherent modern architecture, 100% web based, flexible, SAAS.

6. What you like least about servicenow?

Reporting is not sufficiently developed.

7. What is the role of Aspediens in your project?

Aspediens launched the first modules of our service-management spacestation into orbit, we are now circling our service world, and able to extend the spacestation in many directions (scope, maturity of existing processes, additional processes) ourselves.

8. What will you present at k11?

How we apply ITIL best practice to “non IT” services.

9. One last word?

The SaaS concept has made us gain many months (that would otherwise have been necessary to negotiate, orchestrate, procure, install, test, adapt, etc.. the various parts of the technology stack). This combined with the experience of Aspediens in implementing service-now have helped us keep the momentum of the rollout of our service-management vision.

10. What do you think the word “Aspediens” means?

Aspediens are creatures from the planet Aspe who have traveled many light years to help humans improve their service management maturity. They can be recognized by their triangular navel.

Thinking Out Cloud: Pre Knowledge 11 conference interview: Fred Luddy

30 Nov 2011 · by alex.broggi · No Comments

In less than a week time, we will be gathering at the Knowledge 11 conference in Frankfurt, Germany to redefine and exchange about IT management in the cloud era.

 

 

 

As a Gold Sponsor to the event, we take our role very seriously and we also felt the need to share our enthusiasm with you. We thought of introducing a few ideas beforehand, exchanging on various topics about the implementation of ServiceNow and talk with the people with whom we have built strong relationships.

For this matter, we will be publishing a series of Interviews on our website… stay tuned for more!

Introducing today a Q&A with Fred Luddy, Chief Product Officer and Founder of ServiceNow

1. Fred, we met first in 2008. What a journey since then! What’s your feeling when you look back?

I have a feeling of great pride and great accomplishment. We started in 2008 where we had about 100 customers and are now getting close to 1’000 customers. This has only ben possible with companies like Aspediens who are able to bring customers in production so quickly… and this makes me feel energized.I feel the relationship between ServiceNow and Aspediens has been and still is very inspirational to each other. It is truly invigorating for me to work with you guys and create a better product.

2. You will be opening the knowledge 11 event with a keynote about the evolution of service. Tell us more about it?

Yes, we are moving now to a whole new era of IT: the cloud era. The question is no more if it will be viable but how it will work. We still don’t know exactly what needs to be owned by a company or what will be rented as a service in the cloud, it will be a hybrid model. This is a generational shift such as the ones from Mainframe to Unix, from Unix to the PC, and now from the PC to the cloud. Each of those shifts needed new tooling and the ones on the cloud will bring 2 main capabilities:

Self Service will expand not only to promote IT to a viable utility but also to bring a sense of community amongst the users.

Business people will manage their own portion of the cloud along the lines of the “Amazon experience”, provisioning services, shutting them down or decommissioning them in a very easy and user friendly way.

The enhanced automation coupled with Self Service will change the way people interact with the technology and within processes.

3. What you like most about ServiceNow (the product)?

I think it is the openness of the platform that allows people to create applications by themselves to solve their unique problems. I have never seen a customer where I did not smile… they all extend the system with amazing functions that I would never have imagined or that I was even not aware could exist!

4. What you like least about ServiceNow?

I enjoyed a lot when I knew everybody in the company, now sometimes I meet people in the corridor and I’m not sure whether this is a customer, a partner or an employee… I miss a bit this feeling of intimacy.

On another dimension, the more I see innovations in the field, the more I see the need to innovate in the platform… We need to further accelerate the amount of innovation in ServiceNow.

5. What is the role of partners for ServiceNow?

We would simply not be where we are today and will not be where we want to be tomorrow without partners. The partners network is not only needed to grow. We also need to fully integrate it in the “ServiceNow fabric”.

6. Do you know Dariusz from Aspediens will be presenting “sap integration with ServiceNow at k11?…

This makes me very happy… at what time is Dariusz session as I’d really like to attend it and learn how you did it?

[Note from the Editor]: Dariusz session is scheduled Wednesday Dec. 7th at 13:00.

7. …And Michel will present with Chris Dancy “how to make your CMDB social”?

Yes, please let me know the time of that one too… I would not know how to position this but I trust Chris and Michel will do an outstanding job on it! These are 2 very special individuals on this planet, very forward looking, with this extremely positive and can do attitude. I’m looking forward to this very exciting session.

[Note from the Editor]: Chris and Michel’ session is scheduled Wednesday Dec. 7th at 13:00.

8. What is your perception of Aspediens?

I’m very proud to be associated with you guys. Since our first dinner in Geneva I felt that we are interchangeable entities, you know one party starts a sentence and the other one finishes it… Working with you has been a very positive experience for me. I told the story many times about these guys working in multinational companies and leaving their jobs to create a business around ServiceNow, asking if they could represent us in Switzerland (to start with) and bringing in these fantastic and prestigious customers. I’ve always been very impressed by your independence in selling and implementing our technology; I’ve also been impressed by how you have built all your systems in the cloud.

9. Do you have a scoop for us? (we won’t tell almost to anybody)

We are running a couple of very exciting projects over here:

One around massive scalability, using technologies such as “database sharding” (term popularized by Google through their publication of the Big Table architecture), resources partitioning and data archiving. The success of our product and the requirements of our biggest customers are driving us there to further increase our technology’ span in the enterprise.

The other one around the user interface. The UI will become phenomenally simpler built around new paradigms brought by iOS5 and Androïd.

10. One last word?

I will say two words: thank you! I’m very excited meeting you there in Frankfurt, not only to attend your sessions or come to your booth, but also just having a coffee or a beer together.

Special question: What do you think the word “Aspediens” mean?

Accountable, Skilled, Professional, Engaged, Dedicated, Innovative, Evolved, Next generation, Success.

Thanks very much Fred!

Swiss Romande User Group first meeting

28 Nov 2011 · by alex.broggi · No Comments

As it is better late than never, I take the opportunity of a free time slot in a train running full speed in the fog (!) to relate some notes about the first ServiceNow Swiss Romande User Group meeting held in Lausanne on last October 20th.

This was the first meeting of this recently created User Group which is fully managed by Customers, Aspediens just acting as Sponsor. At Aspediens we were thrilled by this event as we feel the raise of a local users group is just a recognition of our work and success, and we look forward for its expansion ;) There were about 15 participants from 7 different companies in this first meeting.

OK what did happen then? Well, the agenda looked as following:

There was first the introduction of each participant, everyone telling their use of ServiceNow and their expectations of participating in the Group. This exchange was very valuable and allowed already some participants to flag “points of interests” for their own ServiceNow developments (humm… looks like a way to have free consulting!).

Then, Dave d’Agostino, EMEA Product Marketing Manager, presented ServiceNow directions for the up-coming releases. ServiceNow does not provide a formal roadmap but the presentation did put some light on the future of IT as seen by ServiceNow and the innovation they will bring to the market in the coming months. The good news is that there is plenty! ServiceNow continues the journey to its ERP for IT vision while incorporating new technologies and paradigms that are “untypical” of Enterprise Applications.

Michel Regueiro from Aspediens presented then his view on the Business Services Portfolio and how to present your business services in an elegant way. This forward looking presentation was full of “deep consulting stuff” which requires probably a good ITSM maturity. Are you indeed ready to expose your commitments, SLAs and achievements to the business in such an open way?

Sylvain Hauser from Aspediens continued with a practical experience on implementing a Knowledge base that works. Very lively session with many questions from the audience. I feel everyone took away great tips and an intimate conviction that ServiceNow Knowledge Base is a fantastic tool that can bring a lot of benefits to the business. I’m sure many will embark a project to run it… now!

We then skipped the IT GRC presentation that I was suppose to run (is it because of me?… or just of a boring subject?… just kidding) due to time constraints.

Finally the group did decide on the governing rules of the group (meeting frequency, approach with vendors, etc.) and headed to the closing cocktail.

As a conclusion I would just say that it was a great event, straight and pragmatic. I strongly recommend other customers to join the Suisse Romande User Group (link here http://community.service-now.com/suisse-romande-user-group) who is welcoming new members. It is just a great platform for exchanging experience and knowledge on ServiceNow.

Aspediens Gold Sponsor at Knowledge11 Europe

24 Nov 2011 · by nora.ghitescu · No Comments

Aspediens will be Gold Sponsor at the Knowledge11 Europe, ServiceNow’s user conference taking place in Frankfurt, Germany, December 5-8, 2011. We will be present during the four-day event bringing together more than 150 of the largest and most forward-thinking global enterprises that are redefining IT management in the cloud era.

On Wednesday December 7th, we will be holding two breakout sessions:

  • 13.00: MAKING YOUR CMDB SOCIAL by Michel Regueiro

Our Solution Consulting Director together with Chris Dancy from ServiceNow, will introduce the  concept of creating a social CMDB.

  • 13.00: SAP INTEGRATIONS WITH SERVICENOW by Dariusz Szybowski

A more technical session will be delivered by our Director of Technology, who will present concrete cases that we have achieved to date on how to integrate with SAP solution manager

So come visit us on our Stand #2… many “sweet” surprises will await you there…

ServiceNow for non-IT: biomedical incidents

03 Nov 2011 · by Michel Regueiro · No Comments

We continue exploring the use of ServiceNow to support and automate non-IT processes. As a matter of fact, we have run already more than 10 projects on what we call Business Process Automation (BPA) at Aspediens. These projects, such as the CERN project, leverage on the ServiceNow platform (PaaS) capability and is clearly an exciting new field outside the IT world.

Here is a quoted message from Alain Muller, one of our key consultant that supervised this project that went live today:

Our customer (a Swiss hospital) just went live with a new ServiceNow Application entirely created by Aspediens: Biomedical. The goal is to allow their organization to manage the biomedical equipments, including creation and updates of specific assets (scanners, anesthesia devices, lasers, and so on), fixing breakdowns and scheduling maintenances. What is interesting here is that we are clearly out of the IT field, and the Application will be used by non-IT people (doctors for example).
Here is some information about the work done from a functional perspective:

  • The bio-medical equipments are stored in a specific class of the CMDB, separated from IT and each equipment is linked to a bio-medical model, manufacturer and supplier, again separated from IT
  • All items are classified based on the Swiss national reference list of medical equipments (CNEH)
  • Scheduled maintenance tasks are automatically created based on the type of equipment; once the task is closed, a new one is scheduled by the system for the next period.
  • Maintenance tasks have a cost, that is reflected on the equipment they impact.

And some technical points that were challenging:

  • The Swiss national reference of medical equipments had to be available in French and German. Since this is master data, Translated Texts were used. But the issue was that, in Reference fields, the localized name was searchable, but the default name (French) was shown when the form loaded. As a workaround, the Reference field has a message below it with the name in German (see screenshot).
  • When an equipment has an overdue maintenance, the Related List appears in red (see screenshot)
  • An e-mail notification was to be sent a certain time before the maintenance is overdue, and the date of the maintenance can be modified after its creation

This project is one more success that proves the potential of ServiceNow as a PaaS platform and opens a brand new market in the medical industry.

Integrating ServiceNow with SAP Solution Manager

18 Aug 2011 · by alex.broggi · No Comments

To date Aspediens has run more than 50 implementations of ServiceNow, many of them being global deployments within major international companies. And everybody knows that the big guys run SAP (humm… should I say it like that?). SAP always plays a significant role in the IT landscape of companies where it is implemented and supporting SAP keeps usually quite some people busy in there! Then we were asked several times to interface SAP with ServiceNow and would like to share with you some of our experience on this as we feel more and more demand… Hot stuff!

First of all let’s put on the table that we never made 2 times the exact same integration! As there are not 2 same implementations of SAP or of ServiceNow! Companies have their own ways of doing and they need to design their processes to best fit their business. Here some examples of the scope and functions we were requested to develop when interfacing ServiceNow and SAP Solution Manager (SolMan):

Customer 1

  • Synchronous and bidirectional interface of ServiceNow’ Service Requests to SAP. From an end user perspective it consist in the creation of “Support Requests” in SAP SolMan directly from the Service Requests Catalog of ServiceNow. Statuses are fed back from SAP SolMan to ServiceNow.
  • Similarly as above with Problems in ServiceNow spawning Support Requests in SAP SolMan.

Customer 2

  • Bidirectional asynchronous interface in the Change Management area, ServiceNow manages the whole governance of the change process (workflows) while SAP SolMan manages the execution of SAP changes (transports).
  • Development of a matrix of possible status changes which manages the validation of incoming messages.
  • Error management of the interface via ServiceNow Event Management process using the “Retry Policy plugin”.

Customer 3

  • Creation of Incidents directly from SAP GUI “Submit a Support Message” (via SAP SolMan), asynchronous unidirectional transfer to ServiceNow.
  • Bidirectional asynchronous interface in the Change Management area. Change Requests and Change Tasks are sent from ServiceNow as Support Messages in SAP SolMan to manage the SAP implementation process of changes. Implementation statuses are reflected back in ServiceNow.
  • Nothing to do with SAP SolMan but we also implemented an interface with SAP HCM which is the users’ referential for this company (where AD does not contain all users data needed in ServiceNow).

Technically, all interfaces were implemented using Webservices. The following ServiceNow plugins were used:

  • System Web Service.
  • Scripted Web Service.
  • Static WSDL Web Service.

The use of which one was depending on the skills of SAP people on customer side. Some customers did use SAP PI as middleware while others did interface directly with the SAP SolMan system.

Attachments were allowed in objects transferred between the 2 systems. These were handled with 2 different approaches:

  • As separated calls from SAP SolMan using the default ServiceNow Attachment Creator.
  • Coming as variable part of the main XML message obliging ServiceNow to parse the XML Doc and to make separated calls to Attachment Creator mechanism.

Obviously the idea is not to get too technical but to pass the message that integration with SAP is not taboo anymore. It is a mastered discipline that works productively today at several customers.

For more details do not hesitate to contact us at info [at] aspediens.com.

ServiceNow: allowing non-administrator users to perform mass data load

23 May 2011 · by Loïc Horisberger · No Comments

When it comes to feeding the CMDB, not all customers have discovery/inventory systems such as SCCM or Altiris to integrate with ServiceNow. Which doesn’t mean an inventory does not exist; many practitioners use the old good Excel file to keep up to date their inventory. It also regularly happens that customers have purchased an important number of new assets that must be quickly uploaded in the CMDB.

As an example, a configuration administrator or asset manager would very often need to upload a subsequent quantity of CIs as he is receiving a pallet of brand new Dell monitors.

Such migration/mass load in ServiceNow can be achieved with the Out-of-the-box System Import Set application. It is an integrated and native ETL (Extract-Transform-Load) system where data sources, import sets, transform maps and frequency can be defined. It is usually the system administrator that configures these components.

But once these elements are defined, how to manage the decentralization of regular mass CI data load?

We recently got the requirement from a customer that wanted to allow roles such as configuration administrators spread around the World to be able to upload by themselves this data.

The solution I designed here is based on the standard OOTB module “Load Data”. I copied it and simplified it in order to keep only two controls on the form:

1.     Select the type of import (monitors, printers…etc.)

2.     Select the file and then click on “Go”.

Of course, this solution does not cover that a well-predefined Excel spreadsheet has to be provided and a transform map associated to it has to be developed.

The final result:

Here is the required config:

1. Create/update some UI Pages/UI Macros

The following UI Pages/UI Macros are concerned:

UI Page/UI Macro Status Description
import_status Existing UI Page that shows the import/transform status. Rename the existing one and suffix it with “_BAK” in order to differentiate it more easily with the new one.
asp_create_import_set New UI Page based on “create_import_set”. It has been simplified, as we wanted to get rid of options that the end-user should not have access to.
asp_import_set_use_table New UI Macro based on “import_set_use_table”. It is the full controller, label and dropdown, which allow a user to select the import set to be used.
asp_mass_upload_choice New UI Macro used by “asp_import_set_use_table”. It simply draws a dropdown that allows a selection of table defined in a system property.
asp_import_set_file New UI Macro based on “import_set_file”. It is the one that allow the selection of the file being uploaded. It has been simplified, as we just wanted the user to be able to select a file (no header row number or sheet number choices).

2. Create the system properties used by the new mass upload pages.

A full bench of system properties has been created in order to allow very specific configuration of the new mass upload system:

Property Description
asp.mass_upload.tables Property defining the tables/import types that will show up in the dropdown on the first UI Page (“asp_create_import_set”).String type property with following format: 

Generic=u_mass_ci_upload_generic,
Monitors=u_mass_ci_upload_monitor

Every choice that need to show up in the list is a couple “<Display  name>=<tablename>”

asp.mass_upload.import_log_link String type property that defines the role that has access to the link “Import Log”.
asp.mass_upload.transformed_data_link String type property that defines the role that has access to the link “Transformed Data”.
asp.mass_upload.data_source_link String type property that defines the role that has access to the link “Data Source”.
asp.mass_upload.create_transform_map_link String type property that defines the role that has access to the link “Create Transform Map”.
asp.mass_upload.import_set_link String type property that defines the role that has access to the link “Import Set”.
asp.mass_upload.loaded_data_link String type property that defines the role that has access to the link “Loaded Data”.
asp.mass_upload.transform_history_link String type property that defines the role that has access to the link “Transform History”.
asp.mass_upload.run_transform_link String type property that defines the role that has access to the link “Run Transform”.

OOTB Admin view:

As you can see, administrators have access to “Create transform map”, “Import Log”

Non-Admin view defined using the properties described above:

The user does not have the role “admin” and therefore does not see the links “Create transform map”, “Import log”…etc.

3. Create messages (sys_ui_message) used in the new UI Pages/UI Macros

Message Description
mass_upload_choose_file Set the text that is seen in the first screenshot “Select and Excel spreadsheet”.
mass_upload_import_set_table Set the text that is seen in the first screenshot “Import Set”.
mass_upload_choose_ci_import_set Set the text that is seen in the first screenshot “Import type”

At this stage, it is possible to access the new UI Page and see the final result. However, in order to have everything working properly, you probably need to flush the application server cache:

To access the UI Page, type in the URL:

The next points (4 to 6) are mainly cosmetic and security finalizations.

4. Secure tables according to what has been set in the properties

In the system properties described above, roles that have access to the different hyperlinks showing up on import and transform status have been been set. In addition to that, you’re granting access to a lower role than administrator to the new “Mass Upload” UI Page.

Therefore, you need to clearly define who has the right to do what (write, read, create, delete) on the following tables/UI Pages via ACLs:

Object Type Description
asp_create_import_set UI Page New Mass Upload UI Page. Only the user that should be able to mass upload should have access to it.
run_import UI Page This UI Page is invoked when the user click on “Run Transform”, if the user does not have the role “import_transformer”, he will not be able access it and would therefore get an error message. In order to fix this, it is important to grant access to this UI Page, the role that will have the new Mass Upload capability and not grant the role “import_transformer” to the “mass uploader”. Giving this role to users also give them access to the menu “Import Set” which we don’t want.
sys_import_set Table Grant access to this table to the role that has been defined in the property asp.mass_upload.import_set_link”.
sys_import_set_run Table Grant access to this table to the role that has been defined in the property asp.mass_upload.transform_history_link”.
sys_import_set_row_error Table Grant access to this table to the role that has been defined in the property asp.mass_upload.import_log_link”.
import_log Table Grant access to this table to the role that has been defined in the property asp.mass_upload.import_log_link”.
sys_transform_map Table Grant access to this table to the role that has been defined in the property asp.mass_upload_create_transform_map_link”.
sys_data_source Table Grant access to this table to the role that has been defined in the property asp.mass_upload.date_source_link”.

When I mentioned in the table above, “grant access”, it means that the read, write, delete and create operations should be defined (as it should be done for these tables in an OOTB instance).

5. [Optional] Build a system properties category in order to access them easily from the left-hand side menu

To access such a page from the menu, define a module of type “URL (from Arguments)” and set the argument as:

  • “system_properties_ui.do?sysparm_title=<name_of_the_page> &sysparm_category=<name_of_the_category>”

Replace “<name_of_the_page>” and “<name_of_the_category” accordingly. Do not forget to encode spaces if you have some in any of the two values (using the set of characters “%20”).

6. Build the left-hand side menu

Build a left-hand side application that could look like the following one:

Admins:

Non-Admin role that can perform mass upload:

Conclusion:

Many things could be tweaked here and there to improve the solution describe above. For example, ACLs could be used in order to show/hide links on the import/transform status pages.

Nevertheless, the goals that had to be achieved for the customer with this solution were the following ones:

  • Do not alter as much as possible OOTB features.
  • Spent as less time as possible implementing this feature that gives access to our IT users.

Both goals are achieved as it can be easily implemented in less that 2 hours and OOTB features are lightly altered (only “import_status” UI Page is altered in order to conditionally show the links).

Finally, this solution reduces the risks compared to a solution that would consist in giving full access to the system import set application to non-administrator roles.