Article

Preventing Asset Admin from Modifying the Edit Member Filter in ServiceNow

Author: Agus Budi Harto, 2025-09-25 08:39:27

Introduction

In ServiceNow, disposing of assets requires creating a Disposal Order, a straightforward process that involves specific steps to ensure accurate asset management. However, challenges can arise when Asset Admins attempt to select assets for disposal, particularly if the filter settings are not configured correctly. This article outlines the process of creating a Disposal Order, addresses a common issue with the asset selection filter, and provides a solution to prevent Asset Admins from modifying the filter, ensuring consistency and reducing errors.


Creating a Disposal Order in ServiceNow

To dispose of assets in ServiceNow, follow these steps to create a Disposal Order:

  1. Search for the Disposal Module: In the ServiceNow interface, use the search bar to enter the keyword "disposal."

  2. Access the Disposal Order Menu: Locate and click the Create Disposal Order menu item from the search results.

  3. Save the Disposal Order: After entering the necessary details, save the newly created Disposal Order.

  4. Add Assets to Dispose: Proceed to add the specific assets you wish to dispose of to the order.

The Issue with Asset Selection

A common problem occurs during the asset selection phase. When attempting to choose assets for disposal, the Collection column may appear empty, showing no available assets. This issue stems from the default filter setting, which is set to Substate is pending status. As a result, only assets in the "pending disposal" substate are displayed, which may not include the assets intended for disposal.

To resolve this, the Asset Admin must manually change the filter to Substate is NOT pending status. This adjustment populates the Collection column with the names of assets eligible for disposal. However, allowing Asset Admins to manually modify this filter introduces the risk of errors, such as selecting incorrect assets or applying inconsistent filter criteria.

Preventing Filter Modification

To mitigate the risk of errors and ensure a standardized process, the filter should be set to Substate is NOT pending status by default, and the ability to modify the filter should be restricted. This can be achieved by updating the relevant UI Action in ServiceNow. Follow these steps to implement the solution:


  1. Access UI Actions:

    • Navigate to the UI Actions module in ServiceNow.

  2. Locate the Relevant UI Action:

    • Search for the UI Action with the following criteria:

      • Name: Starts with "Edit..."

      • Table: Planned Assets (sn_hamp_m2m_hw_asset_disposal).


  3. Modify the Script:

    • Find the script line:

      var query = 'install_status=6^substatus=pending_disposal^stockroom=';

    • Replace it with:

      var query = 'install_status=6^substatus!=pending_disposal^stockroom=';

      This change sets the default filter to exclude assets in the "pending disposal" substate, ensuring the Collection column displays the correct assets.

  4. Restrict Filter Modification:

    • Add the following line to the script to prevent users from altering the filter:

      uri.set('jvar_no_filter', 'true');

      This command disables the filter modification option for the Asset Admin.

  5. Save the Changes:

    • Click Save to apply the updated script and settings.

Benefits of the Solution

By implementing these changes, the ServiceNow system ensures that the Collection column is automatically populated with the correct assets for disposal, eliminating the need for manual filter adjustments. Locking the filter prevents accidental changes, reducing the likelihood of errors and maintaining consistency across the asset disposal process. This approach streamlines operations for Asset Admins and enhances the reliability of asset management in ServiceNow.

Conclusion

Properly configuring the Disposal Order process in ServiceNow is essential for efficient asset management. By setting the default filter to Substate is NOT pending status and restricting filter modifications, organizations can prevent errors and improve the accuracy of asset disposal. The outlined steps provide a clear and actionable solution to enhance the functionality of the ServiceNow platform, ensuring a seamless experience for Asset Admins.

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