The process involves removing a specific block of text, generally an automatically generated signature or disclaimer, from the footer of email communications originating from the ServiceNow platform. This action ensures that outgoing messages present a cleaner, more tailored appearance, free from potentially irrelevant or redundant information. For example, organizations might remove default “Sent from ServiceNow” footers to maintain consistent branding or comply with specific communication policies.
Eliminating such references offers several advantages. It can enhance the professional image projected by the organization, as well as streamline email content for improved readability and comprehension by recipients. Furthermore, in environments prioritizing message brevity, removing unnecessary footer information contributes to minimizing communication overhead. The need for this customization has grown with the increasing adoption of ServiceNow across various industries, driven by the desire for refined, brand-aligned email interactions.
Consequently, the ability to manage email footers within ServiceNow is a crucial aspect of platform administration and user experience customization. The following sections will explore the configuration options, scripting techniques, and best practices associated with controlling these references.
1. Configuration Management
Configuration Management within ServiceNow plays a pivotal role in controlling system-wide settings, including those governing automatically appended email footers. Its application ensures a standardized approach to removing or modifying these references, promoting consistency across all outgoing communications.
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System Properties Modification
ServiceNow leverages system properties to define global settings. Configuration Management utilizes these properties to suppress or alter the default email footer references. For instance, the property `glide.email.remove_signature` can be configured to globally remove the standard “Sent from ServiceNow” footer. This action ensures uniformity and removes manual removal processes.
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Update Sets for Deployment
Configuration changes, including modifications to email footer settings, are often deployed using Update Sets. Configuration Management leverages Update Sets to reliably propagate these changes across different ServiceNow instances (development, testing, production). This controlled deployment avoids inconsistencies and ensures that the intended email footer configuration is consistently applied throughout the entire environment.
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Centralized Control and Auditing
Configuration Management offers a centralized platform for managing and auditing changes made to email footer settings. Changes to the system properties are tracked. This enables administrators to easily identify who made a change, when it was made, and what specific configuration parameters were altered. Centralized control and auditing facilitates accountability and streamlines troubleshooting efforts related to email footer behavior.
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Integration with Change Management Processes
Best practices within Configuration Management integrate email footer modification requests with established Change Management processes. Change requests are created, reviewed, and approved before implementing configuration changes that impact email footers. This approach minimizes the risk of unintended consequences and ensures proper authorization and documentation for all modifications.
The strategic application of Configuration Management principles and tools is essential for effectively controlling and maintaining the consistency of email footers within ServiceNow. By leveraging system properties, update sets, centralized control, and integration with change management, organizations can effectively remove or modify default email footer references and standardize their communication practices.
2. Scripting Flexibility
Scripting flexibility within ServiceNow presents a powerful mechanism for granular control over email content, including the ability to eliminate unwanted references at the bottom of email communications. This approach transcends simple configuration options, providing the means for nuanced customization based on specific conditions and requirements.
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Business Rules for Dynamic Removal
Business rules, executed server-side, enable the dynamic removal of email footer references based on criteria such as recipient role, user group, or the specific table from which the notification originates. A business rule might evaluate the recipient’s domain and suppress the footer for external addresses while retaining it for internal communication. This ensures a context-aware approach to reference management.
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Notification Scripts for Precise Control
Notification scripts allow direct manipulation of the email body before it is sent. These scripts can identify and remove specific patterns or text blocks corresponding to unwanted footer references. For example, a script could use regular expressions to locate and delete any content matching a specific disclaimer or signature format, offering highly precise control over email content.
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Event-Driven Customization
Scripting enables footer removal based on specific events occurring within the ServiceNow instance. For instance, the footer could be removed when a case is escalated, or when a particular service level agreement is breached. This event-driven approach allows organizations to tailor their email communications in response to critical occurrences, preventing the inappropriate inclusion of standard footers in sensitive situations.
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Advanced Condition Building with Scripting
Scripting facilitates the creation of complex conditions that dictate when a footer reference should be removed. These conditions can combine multiple criteria, such as user attributes, record data, and system settings, to create sophisticated logic. For instance, a footer could be removed if the email is sent by a specific user, relates to a particular category of incident, and is addressed to an external contact. This level of detail allows for highly targeted and context-sensitive email customization.
The utilization of scripting flexibility empowers ServiceNow administrators and developers to implement sophisticated and dynamic email footer management strategies. By leveraging business rules, notification scripts, event-driven customization, and advanced condition building, organizations can eliminate unwanted references from email communications with precision and adaptivity, ensuring a professional and tailored experience for recipients.
3. Branding Consistency
The removal of default references at the bottom of ServiceNow-generated emails directly impacts an organization’s ability to maintain consistent branding. Default footers, such as “Sent from ServiceNow,” often lack the professional polish and brand alignment necessary for external communications. Their presence can dilute the intended brand message, creating a disjointed experience for recipients and undermining marketing efforts. For instance, a financial institution communicating sensitive information cannot afford to project an image of generic system output; a custom-branded footer reinforces credibility and trust.
The importance of branding consistency in digital communication stems from its cumulative effect on brand perception. Each email interaction serves as an opportunity to reinforce the brand’s values, visual identity, and messaging. When standardized system references are removed and replaced with customized footers that include company logos, contact information, and legal disclaimers, it solidifies brand recognition and establishes a professional tone. Failure to control email footers can lead to inconsistencies that erode brand equity and create confusion among customers and partners. A global technology company, for example, rigorously enforces a unified email signature across all platforms to present a cohesive brand image regardless of the sender’s department or location.
In conclusion, the act of removing standard references from ServiceNow emails is not merely a cosmetic adjustment; it’s a critical step in upholding branding consistency. The suppression of generic footers and their replacement with branded elements contribute significantly to a professional and cohesive brand experience, reinforcing brand identity and building trust with recipients. Neglecting this aspect can have tangible negative impacts on brand perception and overall marketing effectiveness. Successfully removing these standard references allows for the implementation of controlled and branded messaging.
4. User Experience
User experience (UX) is significantly affected by the inclusion or removal of default references in emails originating from ServiceNow. Email communication forms a vital touchpoint between the platform and its users, be they internal employees, external customers, or partners. The presence of standardized footers can either enhance or detract from the perceived usability and professionalism of the system.
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Improved Readability and Clarity
Removing extraneous references simplifies email content, enhancing readability and clarity. Recipients are better able to focus on the essential information without being distracted by generic signatures or disclaimers that offer limited value. For example, a streamlined email concerning incident resolution allows the user to quickly understand the actions taken, without needing to filter out irrelevant system-generated text. This directly improves efficiency and user satisfaction.
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Enhanced Professionalism and Brand Perception
The absence of default footers, particularly in external communications, contributes to a more professional image. Organizations can replace generic references with custom-branded footers that reinforce their identity and messaging. This level of control helps align ServiceNow communications with the overall brand strategy, creating a more consistent and credible experience for recipients. The impact can be especially pronounced in customer service scenarios, where a polished and professional image builds trust.
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Reduced Cognitive Load
Minimizing unnecessary information reduces the cognitive load on the user. By removing default footers, recipients are not required to process irrelevant details, such as system-generated disclaimers or version numbers. This leads to a more efficient reading experience, as users can quickly extract the required information without expending effort on deciphering or disregarding extraneous content. The benefits are especially pronounced when dealing with a high volume of email communications.
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Tailored Communication
The ability to remove or customize email footers enables organizations to tailor communications to specific audiences or situations. Different user groups or communication contexts may require different levels of detail or branding. By controlling email footers, organizations can ensure that the content is appropriate and relevant to the recipient, leading to a more positive and productive interaction. For instance, internal communications may benefit from simplified footers, while external communications require more comprehensive branding and legal disclaimers.
The removal of default email footers within ServiceNow is not merely a cosmetic adjustment; it plays a significant role in shaping the user experience. By improving readability, enhancing professionalism, reducing cognitive load, and enabling tailored communication, organizations can leverage this capability to create a more positive and efficient experience for all stakeholders. The strategic management of email footers is therefore an integral component of a comprehensive UX strategy within the ServiceNow ecosystem.
5. Template Modification
Template modification within ServiceNow provides direct control over the structure and content of system-generated emails, allowing administrators to manipulate the default references appended to the bottom of these communications. Altering these templates is a primary method for ensuring that email footers align with organizational branding and messaging requirements.
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Direct Editing of Notification Templates
ServiceNow notifications are based on templates that define the email’s subject, body, and footer. Template modification involves directly editing these templates to remove or replace default footer references. For example, one might access the ‘Notification’ module, select the desired notification, and directly edit the HTML or text content of the template to remove the “Sent from ServiceNow” text. This direct approach provides granular control but requires careful attention to avoid disrupting the template’s intended functionality.
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Use of System Properties within Templates
Templates can incorporate system properties, which are variables that hold system-wide settings. Template modification can involve leveraging these properties to conditionally display or hide footer references. For instance, a property could be created to indicate whether the default footer should be included. The template would then use a script or conditional logic to check the value of this property and either include or exclude the footer accordingly. This approach facilitates centralized control over footer visibility.
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Employing Jelly Scripting for Dynamic Content
Jelly scripting, a server-side scripting language used within ServiceNow, allows for dynamic content generation within email templates. Template modification utilizes Jelly to create logic that dynamically determines whether a footer reference should be included based on specific conditions, such as the recipient’s role or the record’s state. For instance, a Jelly script could check if the recipient is an external user and, if so, remove the internal-facing disclaimer from the footer. This provides context-aware footer management.
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Version Control and Backup Strategies
Modifying templates carries the risk of introducing errors that could disrupt email functionality. Therefore, effective template modification strategies include version control and backup procedures. Before making changes, templates are copied or exported to create a backup. Furthermore, changes are tracked through update sets or version control systems, allowing administrators to revert to previous versions if necessary. This mitigates the risk of unintended consequences and ensures that email functionality remains stable.
The manipulation of templates is a critical aspect of removing unwanted references from ServiceNow emails. By directly editing templates, leveraging system properties, employing Jelly scripting, and adhering to version control best practices, organizations can effectively control email footers and ensure that their communications align with their branding and messaging objectives. This careful approach minimizes the risk of disrupting core email functionality while maximizing control over email content.
6. Notification Control
Notification control within ServiceNow provides a critical mechanism for governing the content and presentation of system-generated emails, including the ability to suppress or modify default footer references. Effective notification control ensures that email communications adhere to organizational branding guidelines and deliver relevant information without unnecessary clutter.
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Conditional Footer Suppression Based on Notification Events
Notification control allows administrators to define conditions under which default footer references are removed. For example, a notification triggered by a high-priority incident could have its footer suppressed to emphasize the urgency of the message and minimize distractions. Configuration of such conditions ensures the footer’s presence aligns with the notification’s purpose, enhancing readability and professionalism. Suppression occurs only when the pre-defined event transpires, maintaining footer presence otherwise.
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Template-Specific Footer Overrides
Notification templates enable granular control over email content, allowing administrators to override global settings for specific notifications. This feature can be utilized to remove or replace default footer references on a template-by-template basis. For instance, a template used for customer-facing communications could have a customized footer with branding elements, while an internal notification template might omit the footer altogether. The approach customizes the communication based on recipient profiles.
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Role-Based Footer Management
Notification control can be configured to manage footer visibility based on the roles of the recipient or sender. Email footers can be suppressed for certain user roles, such as administrators or executive staff, where the standard footer is deemed redundant or unnecessary. Conversely, the standard footer may be enforced for all other roles. Configuration parameters are configurable, and it is a useful function of ServiceNow.
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Scripting for Dynamic Footer Removal
ServiceNow’s scripting capabilities enable dynamic removal of default footer references based on real-time data or calculated conditions. A script can evaluate the email’s content, recipient details, or related record information and selectively remove the footer. For example, a script could remove the footer if the email’s body contains specific keywords or if the recipient is an external contact. This ensures the footer is only present when contextually relevant.
In summary, notification control provides a versatile toolset for managing default footer references within ServiceNow emails. The combination of conditional suppression, template-specific overrides, role-based management, and dynamic scripting enables organizations to tailor their email communications to specific audiences and situations, ensuring that emails are professional, informative, and free from unnecessary clutter. The removal or modification of these references enhances the overall user experience and reinforces brand consistency.
7. Code Customization
Code customization within the ServiceNow platform represents a powerful, albeit advanced, approach to removing default references from the bottom of email communications. Unlike configuration or template modifications, code customization allows for highly specific and dynamic control over email content, enabling organizations to address complex scenarios and tailor their email footers with precision.
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Direct Script Includes for Complex Logic
Script Includes provide a repository for reusable code within ServiceNow. Code customization often involves creating Script Includes to house the logic for dynamically determining when and how to remove email footer references. This approach is particularly useful when the removal criteria are complex, involving multiple conditions or requiring integration with external data sources. For example, a Script Include might contain code to remove the footer if the email is sent to a recipient in a specific geographic region or if the email’s content contains certain keywords. These functions are then called from Business Rules or Notification Scripts, centralizing the code and promoting reusability. The Script Include encapsulates the complexities involved.
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Custom Events for Asynchronous Processing
Code customization leverages custom events to trigger the removal of email footer references asynchronously. Instead of directly modifying the email within a Business Rule or Notification Script, a custom event is raised, which is then processed by a separate Script Action. This approach prevents performance bottlenecks and ensures that email processing does not impact the responsiveness of the ServiceNow platform. For instance, a custom event could be triggered when a new incident is created, initiating a Script Action that removes the standard footer if the incident meets certain criteria. The asynchronous nature ensures that the email modification doesn’t delay incident creation.
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Advanced Use of GlideRecord for Data-Driven Decisions
The GlideRecord object, the primary means of interacting with ServiceNow database records, is extensively used in code customization for making data-driven decisions regarding email footer removal. Custom code can query multiple tables to gather information about the recipient, the sender, the related record, and other relevant data points. This information is then used to determine whether the footer should be removed or modified. For instance, code might query the user’s profile to determine their department or location, and then remove the footer if the user belongs to a specific group. GlideRecord queries enable nuanced, data-informed removal strategies.
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API Integrations for External Validation
Code customization often involves integrating with external APIs to validate information and make decisions about email footer removal. For example, code might call an external service to verify the recipient’s email address or to retrieve information about the recipient’s organization. The API response is then used to determine whether the footer should be removed. This approach is particularly useful when dealing with external contacts or when enforcing compliance with external regulations. API validation adds an extra layer of security and accuracy to the removal process.
In summary, code customization provides the greatest degree of flexibility and control over email footer removal within ServiceNow. By leveraging Script Includes, custom events, GlideRecord, and API integrations, organizations can implement highly sophisticated removal strategies that address complex business requirements. While requiring advanced technical skills, code customization offers the most powerful means of ensuring that email communications are precisely tailored to meet the needs of the organization and its recipients. This method ensures that the system meets particular, unique criteria beyond conventional adjustments.
Frequently Asked Questions
This section addresses common inquiries regarding the removal or modification of default references at the bottom of emails generated from the ServiceNow platform. The information presented aims to clarify procedures and provide guidance on best practices.
Question 1: What is the primary reason for removing default email footers in ServiceNow?
The primary reason involves maintaining brand consistency and ensuring a professional presentation in outgoing communications. Generic footers, such as “Sent from ServiceNow,” can detract from a company’s branding efforts.
Question 2: How can the default “Sent from ServiceNow” footer be globally removed?
The property `glide.email.remove_signature` within system properties can be configured to globally remove the standard footer. This action affects all outgoing emails unless overridden by more specific configurations.
Question 3: What scripting options are available for conditional removal of email footers?
Business rules and notification scripts offer flexibility in conditionally removing footers. Conditions can be based on recipient roles, event triggers, or data contained within the email or related records.
Question 4: How are template modifications used in controlling email footers?
Direct editing of notification templates allows for the removal or replacement of default footer references. This provides granular control but requires careful attention to potential impacts on email functionality.
Question 5: Can email footer management be tailored based on user roles?
Yes, notification control can be configured to manage footer visibility based on the roles of the recipient or sender. This allows organizations to customize the communication experience based on user context.
Question 6: What are the risks associated with code customization for email footer management?
Code customization offers the highest degree of control but carries risks of introducing errors or performance issues. Thorough testing and adherence to best practices are crucial to mitigate these risks.
Effective management of email footer references requires a comprehensive understanding of ServiceNow’s configuration options, scripting capabilities, and template modification techniques. Proper implementation results in improved brand consistency, enhanced user experience, and more professional email communications.
The subsequent section will delve into troubleshooting common issues encountered during the removal or modification of these references.
Best Practices for Managing Email Footers
Effective management of email footers within ServiceNow requires careful planning and consistent execution. The following tips provide guidance on how to maintain a professional and consistent communication strategy by controlling default references.
Tip 1: Establish Clear Branding Guidelines
Before modifying email footers, define clear branding guidelines for all organizational communications. These guidelines should specify the approved content, formatting, and visual elements to be included in email signatures. Consistent application of these standards maintains brand integrity across all correspondence.
Tip 2: Utilize System Properties for Global Control
Leverage system properties, such as `glide.email.remove_signature`, to globally manage default footer references. This approach provides a centralized mechanism for suppressing or modifying footers across the entire ServiceNow instance, ensuring consistency and reducing the need for individual template modifications. Implementing global settings provides the greatest efficiency.
Tip 3: Implement Version Control for Template Changes
When modifying notification templates, always employ version control practices. Create backups of original templates before making changes, and track modifications using update sets. This allows for easy rollback in case of errors and ensures that template changes are managed in a controlled manner.
Tip 4: Test Thoroughly in a Non-Production Environment
Prior to deploying email footer changes to a production environment, conduct thorough testing in a non-production instance. This allows for the identification and resolution of any issues without impacting live users. Testing should encompass various email scenarios and user roles to ensure comprehensive coverage.
Tip 5: Employ Scripting Judiciously
While scripting provides flexibility, use it judiciously. Overly complex scripting can lead to performance issues and maintenance challenges. When possible, rely on configuration options and template modifications before resorting to code customization. If scripting is necessary, ensure that the code is well-documented and follows best practices for performance and security.
Tip 6: Monitor Email Logs for Unexpected Behavior
Regularly monitor ServiceNow email logs for any unexpected behavior related to footer removal or modification. This allows for the early detection of issues and ensures that email communications are functioning as intended. Log analysis provides valuable insights into potential problems and facilitates proactive troubleshooting.
Tip 7: Document All Changes and Configurations
Maintain comprehensive documentation of all changes made to email footer configurations, templates, and scripts. This documentation should include the rationale for the changes, the steps taken to implement them, and any relevant test results. Thorough documentation facilitates knowledge sharing, troubleshooting, and future modifications.
By following these best practices, organizations can effectively manage email footers within ServiceNow, ensuring brand consistency, enhancing user experience, and maintaining professional communication standards. Proper implementation of these tips helps create more impactful emails.
The next section will summarize the key concepts and provide concluding remarks on controlling these references.
Conclusion
This exploration of the ability to “delete reference at bottom of email servicenow” has underscored its critical importance in maintaining consistent branding, improving user experience, and ensuring professional communication standards within an organization. Effective management of these references, whether through system properties, template modifications, scripting, or code customization, allows for precise control over outgoing email content. The strategic removal or modification of default footers empowers organizations to align their email communications with brand guidelines, streamline information delivery, and create a more polished and credible impression on recipients.
The ability to control such references within ServiceNow is not merely a superficial adjustment, but a strategic imperative. Organizations are encouraged to carefully evaluate their needs, implement best practices, and continuously monitor their email footer management strategy. By doing so, they can fully leverage the platform’s capabilities to enhance their brand reputation and strengthen their relationships with both internal and external stakeholders.
