[Music] please subscribe to my channel and click on the bell icon to get the regular updates of my channel and do not forget to like comment and share hello everyone welcome back to sas with servicenow this is part of servicenow project portfolio management training in this training you will learn about applications in project portfolio management suite in servicenow and learn about managing life cycle of different records we have in project portfolio management like project demand ideas and different other application rackets this training is recorded in paris version of servicenow section 2 innovation management in this video you will learn about idea application idea application is also referred as innovation management application in servicenow in this section you will learn about the features of idea application in servicenow submitting idea and its life cycle what is innovation management servicenow provides an application called idea for innovation management which enables you to gather and evaluate ideas efficiently and to quickly identify and process the ideas with the greatest potential for implementation idea can be any enhancement or feature requirement or implementation of new system or application this is idea application in servicenow which is used to manage ideas submitted by users idea portal service servicenow has an out-of-the-box portal to submit and review ideas submitted by different users of the organization which is called idea portal you can search idea application in application navigator once you will type idea in application navigator you can see this ideas application so this is basically the application for innovation management you have this module called idea portal which will take you to the portal of idea so if i click on this module you will see the idea portal from where you can create basically submit a new idea and you can also see the existing ideas available in your instance created in your instance so you can see here it says it says ideas here we have all idea that means all ideas created in your instance if you will see this basically tab here we have my ideas the user who has logged in if he or she has created any idea that will be visible here that means it just for filter the rackets here we have search so if you want to search for any idea you can search here now in the right hand side you can see it says have an idea share it so if you want to create an idea if you want to submit an idea you can just click this button create an idea and this will open the form where you can fill the data and provide the inputs to create idea and once you provide this data just click on create and this will create an idea so if i just click on test and i can select the category any category i want maybe process improvement and i can just put test here and i can click on button so that's how you create an idea submit ideas via idea portal in servicenow instance in right hand side you can also see it shows related ideas it also shows top voted ideas so basically you have some some other features as well that people can vote for the idea and that's a really cool feature i would say in service now for idea so let's say you have submitted any idea it could be any enhancement to any system any application and a lot of people are are basically basically watching those different ideas and they want to vote for it that yes this idea is definitely great so you can vote for it and i think as of now if i want to work let's say for this one strategic sourcing i can just vote give a vote and you can see now it became one so i have added one more to it so whatever ideas are submitted in the system you can just vote for it and that's how you can make the make that decision that whether this idea should be accepted or not but overall this is the main portal of idea from where you can create idea submit idea view different ideas submitted by different users and you can also filter those ideas and you can also sort it so you have some pre-filters available over here and you can just just change the option as per your requirement as per the need you have for this particular idea portal idea workflow idea record has a life cycle when submitted by the users idea is submitted by the end user on idea portal idea racket is created and reviewed by idea manager idea manager performs the assessment and check the feasibility of the idea if the idea is duplicate or not feasible then it is closed by informing to the user now once confirmed that idea is feasible then it is added into the backlog and then it is assigned to the project teams for further development idea is developed and completed and then user is informed about the completion of development and availability of the feature in production this is how an idea is processed in service now idea states idea racket has different states as per the status of idea which is updated by idea manager submitted when idea is submitted under review when idea is reviewed by idea manager in backlog when idea is accepted and added in the backlog for further development planned when idea is planned to be implemented in development when idea is assigned to a development and is being developed completed when idea is developed and implemented successfully there are four other states as well like duplicate when same type of idea is already available in the idea records then we have need more information when idea manager needs some more information to process the idea by the same user who has actually raised that idea and the next one is unlikely to implement that means which is not feasible to implement idea categories an idea can be of different types and these different types are basically categories of idea we have out of the box categories from servicenow as well and those categories are compliance project new product development human resource employee engagement product enhancement process improvement now if i give you an example let's say you have an idea to create a new system or maybe create a new application in that case you will select new product development so the category of your idea would be new product development let's say you have to there is an existing application and you have an idea to enhance the feature of that application maybe add some automation that kind of idea becomes product enhancement and let's say you have uh some process in your organization maybe incident management process every we have everywhere incident management process now you want to provide some input so maybe some idea so that it can improve the whole process in that case you can just select process improvement so process improvement will be the category of that particular idea so depend on the kind of idea you have you can select the categories in service now while submitting that particular idea idea roles and access let's see who can create and manage idea rackets in service now who can create idea idea is accessible to all the users of the platform which means all the users can create or submit ideas via idea portal idea rules they are three roles available for managing idea application rackets and service now first one is idea admin who has admin access to the whole application and have access of idea manager and idea manager professional as well that means we have two other roles idea manager who manages all idea records and perform assessment and the third one is idea manager professional who can convert an idea to other types of records like demand or project let's see how this whole process works with different roles in my personal developer instance so let's start with creation of four different users in my personal developer instance one will be self-service user who will not have any role and other three would be the users who will have idea roles all three individual roles of idea application so let's go to my personal developer instance and create these users so i will directly go to users module so that i can create different users so here i will click on new button to create new user and i will provide self self dot service that's user id i will give it a name as self last name service and i can provide the password whatever i want and then i can just save this now i will not provide any role to this user because we want one cell service user now other three will be the users who will have that role so i will basically open it again i will click on new you can also do insert and stay here i will mention idea dot so we have one admin so idea dot admin so i will mention idea and last name will be admin and i will just save it so this is our second user but to this user we will add one role so i will come here and i will just add that role idea admin so here we are into members i will search for the role and that will be idea admin so i have idea underscore admin i will click on save well this will add roles so it has added some other roles maybe inherited rows and maybe i will also add itel roll because this particular user will use uh will use uh itil as well so you can just mention that so maybe i will add itel roll as well i will save this and then i will create third user so that will be manager idea manager who actually reviews the idea so and do the assessment of idea so i will mention idea manager and i will just do insert and stay it will create our third user and now i will add the role so i will click on edit and i will search for that role idea manager and i will provide that so here is idea manager i will click on save but before that i will just add idle as well i will click on save idly idle is not required but i have just added just to see if i have to use some other applications as well uh then i will just maybe change this and i will make it manager.professional professional and here i can just mention idea professional maybe i can just remove this one manager idea dot professional and i can just do insert and stay so this is our fourth user so here i will go to roles again and i will add our third rule and that is idea manager professional and i will add i tell as well this time we will not add idle to this one let's see what happens we will see the difference maybe if i will get any issue or not so i can just click on save so idea manager professional is added so this is added and i have got you can see because when you add idea manager professional you automatically get idea manager as well however if you add idea manager that user will not get idea manager professional and if you will add idea admin then that user can do anything he wants because he is the admin of the whole application and we will see what exactly that user can do now after creation of all those four users we will create idea with self-service user that means we will impersonate self-service user and submit an idea so let's go to my instance again let's try to impersonate that self-service user so i will just add self-service we have got this user i will just impersonate this user and then i will try to submit the idea now what do you think will this user will have access to idea portal answer is yes as i mentioned idea portal is accessible to all the users so basically all the users of the organization can submit idea ideas different ideas basically because it is visible to self-service user i think that's that's kind of obvious thing so i will just mention here idea so you can see i have access to ideas application however i cannot see other modules of ideas application but i can still see idea portal because as per service now out of the box self-service user can access idea portal so i will click on this idea portal which will open the idea portal and now as a self-service user i will create an idea now you can see i can see the existing idea uh ideas available in my instance and i can also do voting for these different ideas i can filter the rackets i can see if i have submitted so as you know this is a new racket so you can see this is empty right now i have not created any idea but if i have to create it so either i can do it from here or i can do it from here so i will click this button create an idea so here i will mention maybe um in implement cmdb cmdb in servicenow this is an idea i have now i have to select what kind of category it is so i can select new product development because this is not an enhancement it's a new product development we have to implement something from scratch maybe you don't have cmdb in your organization but somebody wants that so i will just copy this because this is just a demo i will copy this i'm a self-service user i want uh even i'm not in i'm not part of id but i still want the cmdb has to be there so i will just click on create now this will submit this idea now idea could be anything it's it's definitely depend on the user that's the reason it's open it is open to everyone that any any user whether he's from id or not he's into a finance hr or any unit any business unit of any organization he can submit any idea he wants and people who are actually have right roles they can review those ideas and implement it so you can see we have we have basically submitted it and it says created just now it is open and it says submitted implement cmdb in servers now this is just a demo purpose that's the reason i have taken this idea here we have related ideas so whatever idea i have submitted if you want to see the similar type of idea it can show here just from i think it matches the words and here it says top word voted ideas as well and if i click on home and if i click on my ideas so i can see the idea which i submitted basically this self-service user submitted so this is how you submit an idea with the help of idea portal in servicenow in ideas application next is review the idea so this time we will impersonate idea manager because he's the one who has to review all the ideas submitted by different users so what we will do we will impersonate idea manager so i will go to the instance and i will maybe keep it open i will come here and i will impersonate idea manager so let's see if we will get yes we got idea manager i will select this this will impersonate idea manager now this time i'm not impersonating self-service user because this is a user who has additional role that is idea manager and i can see other applications because i also added itel rules so i can see incident change problem here however if i type ideas so now you can see i can access ideas application and at the same time i can see little bit basically i can see the modules more than self-service user because for self-service user i can just make it a little bit large maybe so for self-service user uh only idea portal and getting started is visible but for idea manager i can see the settings i can see the idea category so if i click this i can see all the categories available however you can see i cannot edit i cannot create new categories so who can do that so idea manager cannot create new categories so we will see who can actually create these categories because these are all out of the box categories i can see the category but i cannot create it because i i'm not getting any new button in this particular list but what exactly i can do so i'm an idea manager i can review the ideas submitted by different users so i can click on idea portal again this will refresh the window that's basically this page and now i can see it just have like recent ideas so i can open this one so let's say i'm i'm i'm an idea manager and now i have to review the idea so this is the one i have to review i will click on this i will check what all details it has okay all these details and if i have to let's say i have to accept this idea or reject it how exactly i will do you have to click on this button these three dots and just click on open in platform when you click on open in flat platform that means it will open in native ui so i will click on open in platform it will show you the pop-up and this will show you in native ui so you can see here it says implement cmdb in service now and i can change the state as well as of now state is submitted and here we have create task that means idea manager can also create tasks that's a if i click on this let's say if i get yes it has created the demand that's a feature we have basically directly so from portal itself i can convert this idea into demand and now you can see so i demand was created and i can change the state so as of now it automatically changes the state to in backlog automatically that means there is a workflow which i was talking about that it automatically converts into backlog basically and it says in backlog and when i will start working on this demand maybe i will close it or whatever activity i will do with this demand i think it will change the state and we can also change different states like plan and development completed let's say this demand this particular idea is not visible then i can just maybe make it unlikely to implement and i can save it so that's how idea manager can review the ideas and basically convert the task but there is a contradictive which i still think that idea manager professional is the only one who can convert ideas into demand and other rackets but in this case even if i have idea manager role i can also convert it um convert ideas into demand as well but we will see if we if what what extra access we have with idea professional so this is how you basically review the ideas with the help of it idea manager access so if you have idea manager role these are the access you which you will have in the system but if you remember you will not have access to the categories you will not be able to create new categories you will be able to access existing categories you can read them however you will not be able to create new categories now what we will do we will try to impersonate idea manager professional and see what exactly that user can do so once idea is submitted and it is assessed by the idea manager now you can convert that idea into demand or any other task but you have seen that even idea manager can also convert the idea into demand by just clicking a one button that is create task but what i will do now i will try to impersonate idea manager professional and see what kind of extra access we have for idea manager professional so let's go to my instance again and i will just cross this and what i will do i will i will just maybe cross this one as well and we will impersonate idea manager professional and that is idea professional so we have idea professional i will click on this now this will impersonate idea professional user who has idea professional idea manager professional role and here if you remember i did not add idle role to this particular user that's the reason i'm not able to see other modules like incident change problem however i still have access to ideas application and the thing is access is quite similar so you can see i can see idea portal i can see idea category let's see if idea manager professional can create new categories if i click on this absolutely not even idea manager professional cannot create new categories i can see the categories but i cannot create new categories who can do that basically idea admins and we will impersonate that as well but what i can do i can quickly go to idea portal and we will try to open this one again and i will open it in maybe the platform it will give us the pop-up and i think let's let's check another one i will go to home we have this one submitted i will basically select this one this is already in submitted state and then i will just click on open in platform and you can see like let me quickly show you that people can also comment so provide comments like on the same idea if somebody has submitted you can also provide comments as well so here this this person has created this idea and i think system administrator has provided the comment so i will open this again in the platform open in platform and here i don't have any task if i click on this let's see what happens will it create the demand directly or can it create some other task as well if i click on this it should okay it is directly creating the demand but there is one way which will basically give you the different view that here it is automatically directly creating the demand but what if you don't if you don't want to create demand directly maybe you want to create a project maybe a story so in that case i will what i will do i will try to open native uh list basically native view of uh ideas list so i will basically select idea.list now this will open all the ideas created in the insta basically native view so i will select this one i will sort this and i will just select this one because this is i think submitted okay it's already completed so we will go to the next record uh maybe we will open this one it is in the backlog but i will still maybe what i can do i can filter it out i can select task is empty so i can just mention task is empty and i can see lot of racket so we have this partner agreement management it is still in draft so user has not submitted it yet so maybe um let's see this one do we have is it submitted so if i open this particular demand yes it is submitted now if i want to create a task if you will if you remember in the portal it only creates demand directly but if i click this ui action what kind of brackets i can create now with this if i click on this so this also creates demand directly so it does not give you the option to create some other type of rackets even for idea professional i think if i'm not wrong if i will do it from admin i should be able to see and and converts to some other records as well let's try that let me quickly end the impersonation and see if i can convert these tasks directly to some other records rather than demand maybe into project so i have just end the impersonation i'm back to system administrator and i have opened the list of ideas i will select again idea.list so this will open list of ideas and i can just bring that particular field which shows is status so we have state and i will click on this i have this one submitted maybe let's open this one so we have this one submitted now here we have this button create task and here we have this task field so if i click on create task yes you can see it is giving me a different pop-up this time when i was using it manager role and it manager professional role i was not able to see this pop-up even i used i tried this particular button in native ui as well with id manager professional role but it was automatically converting into demand without asking but when i am logging in as an administrator i can see this pop up and i can see what kind of racket i can convert into so basically i can convert this idea into demand project epic and story so i can also select project here and if i will click on this button okay it will basically convert this idea into a project and this is quite i would say interesting and it's a kind of a cool feature because an idea cannot be every time maybe cannot be converted into demand i think the reason maybe it is converting directly into demand because that's a flow of the whole process we have in project portfolio management because an idea becomes a demand that demand becomes a project that's a reason but if you are logged in as an administrator and you want to convert it you can just do that but if i talk about the standard process then whatever access we have given to it man to idea manager or idea manager professional then i think it is the standard process which i think you should use so but still here if i click on ok this will convert this idea into a project directly and you can see i got a different type of racket here we have prj which is a project record of project portfolio management and state we have here we can also change it because now i have i have admin access so i can definitely change it but let's do one thing so as of now we have seen the access with admin role we have seen the access with it manager with it manager professional and self service now what we will do if you remember we also created a fourth user which is basically who has idea admin role not whole admin platform admin specifically admin role so what i will do now i will impersonate that particular user so i will type idea admin we will impersonate that user and see the difference so now i will search for idea application this is the difference now i t i idea manager an idea manager professional both have access for idea portal getting started module and idea category that's it but if i talk about ideas admin idea admin role that particular user will have access to the whole application including idea portal and other modules as well so i have refreshed this particular portal again and i can click on my ideas i have not so i can create idea i can review the idea and if i click on maybe let's say this one or not this one the submitted one we will see if there's any difference we have this one i will open this test one and if i open in platform okay another change here i can edit this i can delete this i can open in platform i'm getting different options which which you are not getting with id manager and idea not id manager idea manager and idea manager professional so i will click on open in platform this will open the pop-up and yes it is also giving me the description so which you were not getting in basically when you were impersonating with idea manager or idea manager professional and here i can change this i have added access and now if i click on create task let's see if i get that particular okay even from the portal itself you can it will create the demand directly because that pop-up only shows when you when you basically do it from native ui but let's see now you have idea admin role whether you will get that popup or not or it will just directly convert into demand let's see that so i will just close this i will come over here and i will look for list of ideas we have and we are into that ideas list and i will pull state as well uh here we have state okay and okay we have the submit one i will open this one and i have added access as you can see i will create task i will click on this button and see what happens i will click on this you can see it automatically converted this idea into demand because that's that's a standard process so even idea admin will not see that pop-up only servicenow admins servers now main platform admins who have admin role single admin role of of servicenow will be able to see that pop-up and can convert an idea into different other records apart from demand as well like project epic story but if i talk about specific to the idea application rules all these three roles cannot see that pop-up and they have to convert this idea into demand only they don't have access to convert idea into some other type of records only platform admins have that particular access now once idea is submitted reviewed by the idea manager and convert it into demand or any other type of racket then once that development is done and that idea is available or maybe has been implemented successfully in production then you can close the idea that means that idea is completed so if i go to the instance here i have logged in as an idea admin but i will maybe end that impersonation so we have already system admin okay so i will select idea here i will open any idea i will go to the native ui here i have uh this one submitted maybe in the backlog one now i have to close this if i select the completed that means this idea is successfully implemented in production i can just mention idea is employee mented that's it and i can just save this so user will get the notification let's see if we have any out of the box notifications for idea so i go to notifications yes we do have just one additional assigning list changed that's the only i think this is for visual task but not for idea so you can see out of the box we don't have any notification for idea application but if you really want in your organization absolutely you can create yourself you just have to create new notifications on idea table and those users will be able to get notifications as per the conditions you will mention in the notification create new categories so servicenow already has out of the box categories for different ideas however if you want to create new categories maybe all those options are not available in out of the box and you have some new type of categories in that case you can create your own categories directly in ideas application so if i go to the instance under ideas application you have this module idea category so basically this particular module this module and these records are accessible to idea manager and idea manager professional however they cannot create new idea categories so now i have logged in as an administrator i can create it what about idea admin let's impersonate idea admin again so we have idea admin here and if i search for ideas and click on idea category absolutely this time i have this new button but idea manager and idea manager professional they don't have access to create new idea categories but as an idea admin i can create it so i can click on this button and i can just create a new category maybe new employee implementation just an example and uh if i want to select parent i can do that but i can just submit it and yes it is submitted so now i have sixth racket as well that is new implementation that's how you can create categories for ideas in servicenow in ideas application idea dashboard now you can also enable idea dashboard which does not gets enabled by default when you enable when you get this idea application because you have to enable it so if i go to my instance and i go to plugins so let's go to plugins i have to end this impersonation and i will directly go to plugins click on plugins this will show me the list of plugins which i can install available for my instance so i can directly search for idea dashboard so i can search for idea when i type idea i should be able to see idea dashboard or maybe yes we have it idea manager dashboard leverage and analytics to get insights into incoming ideas and view trends over time so just to show you the more details of ideas which you're getting into the instance so i can click on install this will install this idea i will load demo data as well i will click on install this will install this idea manager dashboard and we will see what kind of details we can see in this dashboard so plugin has been installed successfully so i can click on close and i can just reload it so let's go to ideas yes we got it so you can see now we have new module under ideas application and that is idea manager dashboard so i will click on this it will open in the same view it will not open new tab it will open in the same view so same tab basically existing tab and let's see what kind of data it will load so here is the dashboard idea manager dashboard and you can see the summary we have two tabs here summary and analysis so in summary let's go to summary first it shows ideas by state idea whatever ideas were converted so one was converted into project one into a demand two into demand it also shows the date that for what day do you wanna see that though like what ideas you wanna see which for what year which you can select here like this month or this quarter all those filters then you have top 10 ideas for votes you can see here top 10 idea creators you can see top trended by categories top 10 categories by ideas you can see here and let's go to analysis i think it will give you more details so basically this shows you like how many ideas are open now like which are still in submitted state average age of open ideas maybe there should be a lot of ideas which have been opened long back that those data you can see here ideas converted as of now it is not showing you any data that's fine because this is just a demo data it is reading the demo data percentage of ideas converted that how many ideas whatever let's say you got 10 ideas out of 10 ideas two got converted so overall you got like 20 percent 20 percent of ideas got converted all those data you will see here then it also shows you idea like week month okay you can see the whole net like for whole uh whole duration like for week for month for quarter for year and then here you can also select ppm idea category and ppm idea state that means it can show you by state as well and you can also see it by category and here we have some elements now if you want to filter categories as well you can see that that means it will show the data on the basis of selected categories as well so you have different options so that's how this idea manager dashboard shows different data so that it can be very useful for the idea manager who is actually assessing or reviewing different ideas and he can get the whole picture of all the ideas created in the instance in just one dashboard so that's a power of idea application and service now overall innovation management application in service now thank you for watching this video have a great day [Music] you