[Music] hello viewers welcome back to our Channel today we are driving deep into one of the service now powerful feature that is the multi-low variable set if you are ever been puzzled around how about how to efficiently collect data from multi for multiple similar writer this video is for you imagine you are you are tasked with collecting information on multiple Hardware assets or software installation instead of creating individual fields for each item wouldn't it be great to have a structure table where you can input all the details enter the multi-row variable set in service now okay this features allows you to group and present a collection of variables in a neat tablet or a grid format whatever you want with this you can easily add edit or remove rows making data collection a breeze it's like having a mini spreadsheet right within service now the difference is clear on the left we have a culture from or cultured form with individual fields for each item on the right a streamlined table with the multi-row variable set which one would you prefer the benefits of multi row variables set are numerous not only it enhance the user experience by presenting a more organized interface but it also streamlines the data collection process ensuring accuracy and efficiency so no more scrolling through endless fields are getting lost into the sea of data with the multi-row variable set everything structured organized and user friendly so without wasting any further time let's jump into the servicenow demo so as you can see on my screen this is my personal development instance which is currently on Van cure release and uh for today's use case what we'll be doing we'll be creating a catalog item or where will be Pro which will be a group access calculator using that particular catalog item we can provide access to multiple user at the same time okay so I will not go with the approach and all just we will see how we can Define the multi-row variable set how exactly the data gets stored into the same and how we can play around it to do whatever we want right so let's get started so as you can see on my screen um this is my personal development ministers and I will just go to maintain items because we we want to create a new Catholic item right so and let's give it a name I would give it a name I'm not pretty sure if it's happening with everyone but from the moment I've I've upgraded to Vancouver my instance pretty slow okay but that's completely fine so I will give it a name as group axis through uh the group X mvi I will use MVR as a abbreviation for multi-variable row okay um we'll select the catalog and I will just put it into the service catalog only in service catalog let's put it into what service okay uh I will just keep everything as is okay I don't want add process engine also for now okay we can give the discrete this is the thank you log level 4 group axis using MVR okay and we will simply save it up so I will not go into deep customization and other thing because that's not the interest for this particular tutorial okay so the catalog item got created now how we can create the multi row variable set it's pretty easy the way you create variable set in the similar way you can create multi row variable set also so you can do that if you scroll down we have variables where you can Define variables and then we have variable sets so I if you click on new or you can add the existing one also whatever you want but for our case we will be creating new because we don't have any so I've clicked on new trust me or not but it's waiting to let's wait for it to load okay and as soon as you click on the variable set it it gives you two options okay these are the options either you want to go with the single row variable set and they show this is how it looks or you want to go with the multi row valuable sets so this is the one which seems to be intuitive and it gives a lot of flexibility also as we can see so let's go ahead with this and then we have to give the name for this variable set so what name I should go I will give it a name as group group access the entire name will be group access okay ordered fine we can give the description this is the VR for given why R is coming Capital all the time access catalog perfect and we can save this out so once we save this out we can start defining the variables in the same so we have defined the catalog and the catalog we have defined variable set and under variable set now we will be defining variables okay so as we as soon as you complete the variable set you get the options to add variables catalog policies on the variable set and so on okay but uh and it's into the catalog of group X is MVR okay till this particular point it should be clear so as we discussed we want to create a catalog item uh using which a manager can add multiple peoples into different different groups make sense right so for that what we want now we will be creating three variables over here okay which three variables let's see so definitely first we want to add it to add user to the group so we want group right in which particular user in which particular group we want to add or first we want user itself as it will not make any sense right so let's um make it a reference field so we want to add a reference field and question will be user okay to be a user will keep it user type specification will go and it should be reference reference to which table so we will give says it's pretty slow for me I don't know why this code user so this is the table you know we want first sys user right yeah because we have selected user right so we want this user table and in reference qualify you can add activist row if you want because if you want to look for only active users right again true and I think it's user only right perfect and I can save this hour let's add another one so variable inserted now I will keep it as reference only okay and this time will be creating one variable called group because now we want to Define in which particular group that user needs to add so I'll give it as an image group and in type specification we can change this out to group table so if you search for group group let's use a group I will just keep activist true only okay and this time I will do in certain State because I want that previous variable to also be there right so incident stay so we have created two variables into the variable set user and group the third one let's add one more okay so that it will you you will come to know that we can add different types of variables also over there so what I can do the third one I will give as a stream okay so single end text and I will be adding it does business justification why you won't do it okay justification type specification will not be there because it's it's a string field and again we will do incidence day so in the variable set group axis we have created three variables now okay let's jump back to the variable C to confirm on the C so I will just click on this I will click on this and yeah we have three variables now let's see how exactly it looks on the catalog item how you can see that I can jump back to the catalog item you could go back somewhere and I will just go to try it so this is how it looks isn't it amazing instead of having a multiple variables okay and multiple requests to be released for individual person right so let's see how exactly it will work so I will just add certain things out so the first thing I want to what sorry about the order okay I think I messed up with the order so able tutor because he is my friend okay so I want to put it put him into app engine admins let's add one more we should add now Abraham Lincoln okay because he is a nice guy and I will add him to what group I'm just playing around okay cab approval hi let's add one more and so I will put Emilia she is not that good so I will put it put her to the database because I really don't like the database things okay it's always covered my mind so this is how you can add okay you can have variables also but I have not added variables because I'm currently focusing on only multi-row variable sets so if I do order now and you can add and remove all also from the or from the screen have you have seen let's see how it looks on the ritm so I will open the request and under request we have our itm and IDM we can see the variables like this so you can either remove the row or if you want to edit the row okay okay like for example over here huh so I can add she is in my spouse she's my friend okay she's my friend so you can you can play around the same and I can simply save this out so this is how you can it's pretty nice right so there can be tons of thing you can do around the same for each record you can create a different catalog item you can different run a different script or you can have different level of approach that are endless possibilities for this let's see how exactly it gets stored onto the backend side okay so for that what we'll be doing let's see I will just go background background with current and let's see how exactly it will display so I will just do GS dot info because that's what we want to know how exactly this data gets stored into the big database right so how we can it will be like current dot variables the way we get the variables in the similar way we will get the Mrs also very Ables it's very importantly right dot group underscore axis this is the name of the backend name of the variable set so if I run this out so this is how it's get stored so as you can see it's an array of Json so this is where the address start this is the first object where it's a user ID business justification and group business why it's Society because it's the reference field business group so now we came to know how exactly it gets stored into the database also now let's see how we can process this data without writing any script okay I have seen a lot of people just go ahead and write a script into workflows to eat red through this okay but why you have to do this if you can do it with ease using flow so let's jump on to the same name so what we'll do we'll go to the flow designer and we'll wait for it to come I really like this UI okay which came with Van cure Okay so we'll create create a new flow I will give a name as a group access I'll just keep it we are just creating a draft flow but you can play around it the way you want so I will just skip the tour um add a trigger and it should be service catalog done let's add action and now what you want variables right so I will just go to yeah get catalog variables for which particular record we want this for this particular request item what is the template so it was group accessory group access area perfect and it shows yeah it has this particular variable set okay yeah we will bring it up because we want to use it all done and see how because we have seen already that it's an array of Json right how it exactly it's get drafted in the Flow Design so you can see there is a group axis if I click over here so it has an object it's a array object inside there there is a Json object and inside Json object there are two keys three keys user business and just business business so we're going to use it as is okay because it's a array so you have to trade over it this is a common logic okay common sense I want to say um so how we can do that pretty easy you can go to the flow logic there's a voyage which will it requires on what group X is look access get done now we are trading on each of the objectives and object so what you have to do we want to add it to the group member tables okay that's how you get give the access to the users right so action we can do create record now if I want to do on up my development perspective so you have to have a check before inserting the data whether the user is already part of the group and so on okay but just for this tutorial I will just go straight forward and create a record so on which particular tables it will be says underscore user underscore Gia members and here we can do what all we can do so we can give user or let's give it a group first I want group and from forage I will select group and then we have user what user right user and I will just go this time from the data pin why because last time I one of my subscribers asked me that is it not a best practice to select something from the data picker Okay so I don't know how to answer this kind of questions so user and that's done at the end if you want you can add email or whatever you want okay like you made notification forget about that okay but that doesn't make any sense for now so that's it okay create group member record I will save this out and let's try to test it out okay how to test it out you can do one more thing you can if you want you can add it to the item also this particular so I will just copy this particular record only and if you want if you are person that how you can configure it out on the catalog item right so if you would go configure item ideally it should be there into process engines and over here flow why it's not coming over here because I'm not activated it out so if I activate it all and if we go back over here and refresh it out now if we go to the flow now that particular flow should be visible over here yeah yeah it is go to boxes we'll save this out okay just for future purpose so that whenever you because what people will do they will simply create flow create this catalog ad and then there will be like yo my flow is not getting triggered so that's why I've shown it out now let's test it out okay using the same record so I will just test it directly from the flow I'll just go to I've already copied the requested item this is the one and I'll just run test so it will run and the execution word face we can see the execution over here error occurred what happened okay why I think one of the record was already there okay let's check so we'll do says underscore user underscore trm was dot list this is the name right you know there we go what happened group member what is the name Chick-fil-A am I messing something out it's a David well and we can see the user got no no this is the old record so all over there even tutor right sure let's remove him out and who else around Lincoln right okay let's give it a try one more time have I selected the right eous foreign go back to and the seventh got completed while it was failing because today was already a part of that particular group ah this is a common mistake okay so if we go and check now see if I click on all so you can see the respective user just got added to the group Abraham Lincoln and all so this is how you can use the multiple multi row variables here okay into your catalog item to make it beautiful and easy to use I hope you like this video okay video tutorial and if you want to get notified with my upcoming videos please subscribe to my channel and then press the Bell icon so that you will not miss any updates from technomorg till then stay safe thank you foreign