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Restricting Views by Role

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In this lesson, you will learn:

  • How to limit a view to users with certain roles
  • What role limits on views can and can’t do
  • Why views are never a replacement for security

1 Not every view is for everyone

SNWR created a “Manager” view in Lesson 15.2. It’s only useful for managers. Other people shouldn’t see it in their View menu, because it might confuse them. You can limit a view by role. 🔑

2 Add roles to a view

Limiting a view by role. The view record for SNWR Manager has a Roles field with the role manager_view_user. A manager with that role sees Default view, Self Service, and SNWR Manager in the View menu. An agent without the role sees only Default view and Self Service. A warning notes that this only hides the view from the menu; it doesn't protect data, which needs access controls.
Figure 1. Roles on a view decide who can pick it. They don’t protect the data.
  1. Click All and go to System UI > Views.
  2. Open the view you want to limit, like SNWR Manager.
  3. In the Roles field, add the role (or roles) that should see it.
  4. Click Update.
  5. Now only users with that role can use the view. ✅

💡 Good to know: Roles on a view work with roles, not groups. If you want a team to use it, give the team’s group the role (Lesson 6.3).

3 What this does and doesn’t do

✅ It does ❌ It doesn’t
Limit who can use the view Hide the data in the fields
Keep the View menu tidy Stop people from seeing fields in lists or reports
Help the right people find the right layout Replace access controls

⚠️ Remember the rule: Views are about layout. Security is about access. If a field holds secret data, protect it with access controls (ACLs), which you’ll learn in Chapter 42.

4 Putting views together

  • Views (15.1): different layouts of the same record.
  • Switching and creating (15.2): users pick; admins build.
  • View rules (15.3): ServiceNow picks automatically.
  • Roles on views (15.4): only some users can use a view.

⭐ Remember: Roles on a view = who can pick it. ACLs = who can see the data.

5 Let’s try it: lock the Manager view

  1. Go to System UI > Views and open SNWR Manager.
  2. Add the admin role in the Roles field. Update.
  3. Impersonate Riya (she has itil, not admin). Open an incident and check the View menu. Is SNWR Manager there?
  4. End impersonation. Remove the role from the view when you’re done.

6 Quick recap

  • Add roles to a view in System UI > Views
  • Only users with those roles can use the view
  • It works with roles, not groups
  • It limits the layout, not the data
  • Protect data with access controls

7 Check yourself

Think of your answer first. Then tap to check.

1 Where do you add roles to a view? Show answer

In System UI > Views, on the view record’s Roles field.

2 Does limiting a view by role hide the data in its fields? Show answer

No. It only limits who can use the view. Use access controls to protect data.

3 You want only the SNWR Service Desk team to use a view. What do you do? Show answer

Add a role to the view, and give that role to the SNWR Service Desk group.

Nice work! You finished this lesson. 🎉

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