How to Include the sys_id in a ServiceNow Report

In ServiceNow, every record is uniquely identified by a 32-character system-generated identifier known as the sys_id. This unique key is vital for referencing records, facilitating integrations, and ensuring accurate data validation and troubleshooting. While critical, the sys_id typically isn't visible by default, causing confusion when users want to include it in reports or list views.

This article explores why you might need the sys_id in your ServiceNow reports, explains the challenges involved, and provides clear, step-by-step methods to overcome these obstacles.

Understanding the sys_id and Its Importance

The sys_id in ServiceNow is a unique 32-character hexadecimal value automatically generated for each record. It serves as a primary key ensuring uniqueness across the system and enables reliable integrations and references between records. Since sys_id acts as the primary identifier internally, it is crucial in integrations with external systems, bulk data updates, troubleshooting, auditing, and data validation.

Common Challenges

Including sys_id in reports isn't straightforward due to ServiceNow’s UI limitations and design choices. Typical challenges include:

• The sys_id field isn't selectable by default in report builders.

• Exporting data via standard methods (like CSV or Excel) often excludes sys_id.

• Permissions and role-based restrictions can prevent visibility or exports.

  
  

Below, we explore effective, step-by-step solutions for these issues.

Step-by-Step Solutions to Include sys_id

1. Modify List View via System UI

Admins can configure sys_id as a visible column in any list:

• Navigate to System UI > Lists.

• Select your desired table and view (e.g., Incident > Default).

• In the List Elements related list, create a new element with the value sys_id.

• Save your changes.

• Navigate to cache.do to clear cache.

• Reload the list to verify the sys_id column is now displayed.

  
  

2. Personalizing List Columns

Once configured by admins, individual users can add or remove sys_id via personalization:

• On the desired list, click the gear icon (Personalize List Columns).

• Select Sys ID from the available columns.

• Save your settings.

  
  

3. Exporting sys_id via URL

To quickly export records including sys_id, use URL parameters:

• Access your desired list view.

• Modify the URL, appending:

&CSV&sysparm_default_export_fields=all

• Example URL: https://<your_instance>.service-now.com/incident_list.do?CSV&sysparm_default_export_fields=all

  
  

4. Using Database Views

A robust method for reports is creating a database view:

• Navigate to System Definition > Database Views.

• Create a new database view referencing your chosen table (no join needed).

• Include sys_id explicitly as one of the view fields.

• Save the database view.

• Now sys_id will be selectable when creating new reports.

  
  

5. XML Exports

If standard exports exclude sys_id, consider XML exports:

• Right-click on a list and select Export > XML.

• The exported XML includes sys_id and all other fields.

  
  

6. Configure a Function Field

Create a calculated field for simpler report selection:

• Go to your report, select Configure function field.

• Set Return type: Text, and label it (e.g., "Record Sys ID").

• Define the function: concat(sys_id,'').

• Add the new field to your report columns.

  
  

Practical Use Cases

Including sys_id enhances your workflow in several practical scenarios:

• Integrations: Clearly identify records across multiple systems.

• Data validation: Precisely match records during audits or comparisons.

• Bulk updates: Utilize sys_id to automate accurate record updates via scripts.

• Troubleshooting: Quickly identify problematic records from logs or error messages.

Clearly, including the sys_id in your ServiceNow reports is achievable through various methods, each suited for different needs and access levels. Admins typically prefer methods like System UI configuration or database views, whereas end users might favor URL export techniques or personalized lists.

As a next step, consider advocating for built-in sys_id visibility in your ServiceNow instance by suggesting enhancements. Meanwhile, these practical methods will ensure you effectively leverage sys_id for reporting, integration, and operational tasks, enhancing the overall efficiency and accuracy of your ServiceNow workflows.