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Applies On: Item, RITM & Task

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In this lesson, you will learn:

  • Where catalog variables show up after a request
  • What each “Applies on” checkbox does
  • How to choose the right settings

1 Variables live on after ordering

When Riya orders a monitor, her answers don’t disappear. The variables show up again on the requested item (RITM), and on the catalog task the fulfiller works on (Lesson 26.4). 📦

So a question: should your catalog UI policy or client script run in those places too? The Applies on checkboxes decide.

The four Applies on checkboxes and where each one runs. Applies on a Catalog Item view: the order form the user fills in, such as the Service Portal item page. Applies on Requested Items: the RITM form, like RITM0010005, seen by fulfillers and approvers. Applies on Catalog Tasks: the SCTASK form a fulfiller works on. Applies on the Target Record: the record a record producer creates, such as an incident.
Figure 1. One policy or script can run in up to four places.

2 The four checkboxes

Checkbox Runs on Seen by
Applies on a Catalog Item view The order form The requester
Applies on Requested Items The RITM form Fulfillers and approvers
Applies on Catalog Tasks The SCTASK form Fulfillers
Applies on the Target Record The record a record producer creates Agents (for example, on the incident)

📝 Note: Applies on a Catalog Item view is checked by default. The others are usually off, so a policy only affects the order form unless you turn them on.

3 Choosing the right settings

  • Only helps the requester fill in the form? Keep just the Catalog Item view.
  • Fulfillers must fill in a variable later? Turn on Catalog Tasks, and make the variable mandatory there.
  • Nobody should change answers after ordering? Use a policy on Requested Items and Catalog Tasks that makes variables read only.
  • Record producer? Turn on Target Record if the rule should apply on the created record too.

⚠️ Heads up: A mandatory rule on the RITM or task can block fulfillers from saving if they don’t know the answer. Think about who will see each form.

⭐ Remember: Item view = requester. Requested Items = RITM. Catalog Tasks = SCTASK. Target Record = what a record producer creates.

4 Let’s try it: lock the answers

  1. Open SNWR Request a monitor. Create a new catalog UI policy: Lock answers after ordering. No condition.
  2. Uncheck Applies on a Catalog Item view. Check Applies on Requested Items and Applies on Catalog Tasks. Save.
  3. Add actions: Monitor size and Business reason, Read only True.
  4. Order the item. Open the new RITM. Can you change the answers? Now try the order form again. Is it still editable?

5 Quick recap

  • Variables appear on the order form, the RITM, the catalog task, and the target record
  • Applies on checkboxes choose where a catalog policy or script runs
  • By default, only the Catalog Item view is on
  • Think about who sees each form before making things mandatory

6 Check yourself

Think of your answer first. Then tap to check.

1 Which checkbox makes a policy run on the SCTASK form? Show answer

Applies on Catalog Tasks.

2 Which checkbox is for record producers? Show answer

Applies on the Target Record.

3 You want a rule only on the order form. Which checkboxes do you keep on? Show answer

Only Applies on a Catalog Item view.

Nice work! You finished this lesson. 🎉

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