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INTEGRATIONS · SERVICENOW · NEW

What runs in ServiceNow belongs in your ISMS.

Security-relevant changes and tasks become measures in Varmo, servers and applications from the CMDB become assets. Varmo only reads – nothing changes in ServiceNow.

  • Included from the Pro plan
  • Preview before the import
  • Undo for each import
ServiceNow
  • Table API
  • Encoded Query
readsdoes not write
Varmo
  • Measures
  • Assets (proposal)
Flows:
  • Mapped fields
  • People by email
Not:
  • People without access
  • nothing back to ServiceNow
AT A GLANCE

From Pro, Varmo imports records from any ServiceNow table via the Table API (e.g. change_request, sc_task, cmdb_ci_server), with a filter as an encoded query, people by email address, a preview, conflict detection and undo; credentials encrypted, no write-back to ServiceNow.

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Requirements

  • Plan: Varmo Pro or Ultimate
  • In Varmo: “Manage integrations” and “Import data”, plus the right for the target
  • ServiceNow: An instance at https://<name>.service-now.com
  • ServiceNow: An account just for Varmo with read access to the tables you need

By default, the ISMS managers have these rights in Varmo.

5 STEPS

Setup

  1. Step 1: Create an account in ServiceNow

    Create an account, e.g. “varmo.import”, tick “Web service access only” and set a strong password.

    Menu path: User Administration › Users › New

    Read only:itil for changes and taskscmdb_read for the CMDBsys_user for peopleoptionally sys_dictionary for field labels

    Important:Do not assign an admin role: Varmo only needs read access.

    Details
    • To map people, the account needs read access to users (sys_user); for field labels, optionally to sys_dictionary.

  2. Step 2: Enter credentials

    Add the “ServiceNow” integration and enter the account’s details under “Enter credentials”.

    Menu path: ISMS settings › Integrations › “Add integration” › ServiceNow

    Input:Instance (https://<name>.service-now.com or just the name)User namePassword

    Result: Varmo checks the connection immediately and shows “Connected as …”. The password is stored encrypted and never displayed again.

  3. Step 3: Choose the table and filter

    “Import data”, choose the target and enter the table; optionally a filter as an encoded query.

    Example: active=true^assignment_group.name=Informationssicherheit

    What becomes what

    • Table in ServiceNow: change_request (changes)Target in Varmo: Measures
    • Table in ServiceNow: sc_task (catalogue tasks)Target in Varmo: Measures
    • Table in ServiceNow: Change and problem tasksTarget in Varmo: Measures
    • Table in ServiceNow: cmdb_ci_server (servers), computers, applications, databasesTarget in Varmo: Assets
    • Table in ServiceNow: Other tablesTarget in Varmo: enter them by their technical name
    Details
    • Filter: filter the list in ServiceNow, right-click the filter › “Copy query”.
    • At most 10,000 records per import.
    Import from ServiceNow, step “Source”: table “Changes (change_request)” and a filter as an encoded query, with a note on how to copy the query in ServiceNow.
    Table and filter as in ServiceNow; Varmo recognises every entry by its sys_id.

  4. Step 4: Map fields

    Varmo reads the first 200 records and suggests mappings, e.g. Short description → title, Assigned to → responsible.

    Details
    • Instead of a field, you can also use a fixed value, such as one asset category for all servers.
    • You map choice fields (status, priority) to the values in Varmo; Varmo recognises people by their email address.
    • Varmo shows the sample values from the first 200 records only for the mapping and does not store them.
    • For linked users, Varmo only reads the email address; Varmo does not store the names of people without access to Varmo.

  5. Step 5: Check the preview and import

    Check the preview and “Start import”.

    Note:Later imports recognise records by their sys_id; the number (e.g. CHG0030001) or the name is displayed.

How entries arrive

Measures
at most as “In progress”
Assets
as a proposal: in the inventory only once accepted (notice in the inventory and as a task)

No import ever grants an approval.

Protected
An import never changes what has already been reviewed, implemented or approved in Varmo.
Conflict
Changed in both systems: the version in Varmo applies until the ISMS manager decides.
Undo
Every import: new entries are deleted, updated ones are reset – unless they have been changed in Varmo since.
Logged
Everything runs with your permissions and the rules of Varmo, just as if done by hand, and appears in the change log.
Repeated imports and special cases
  • Repeated imports recognise every entry by its reference: changed entries are updated, unchanged ones stay as they are.
  • If an entry is missing from the next import, Varmo reports it as “no longer present” but deletes nothing.

If something doesn’t work

“Sign-in to ServiceNow failed”

Check the user name or password; is the account locked or has the password expired?

“The ServiceNow account may not read this table”

Give the account the itil or cmdb_read role.

“ServiceNow rejected the query: Invalid table …”

Check the table’s technical name; it appears in the address of the list, e.g. change_request_list.do.

“A developer instance is hibernating”

Free developer instances hibernate after a few hours without use; wake them up in the ServiceNow Developer Portal.

“More than 10,000 records”

Narrow down with a filter and import e.g. by group.

People remain empty

The email address in ServiceNow is missing or does not belong to a member – map it to a member in the wizard.

Switch off

In Varmo

  • Remove the connection under ISMS settings › Integrations – the password is deleted

In ServiceNow

  • Deactivate the account for Varmo

Imported entries remain.

Microsoft, Entra, Intune and Teams are trademarks of Microsoft Corporation; JIRA is a trademark of Atlassian; ServiceNow is a trademark of ServiceNow, Inc. Their mention does not imply a partnership.

Frequently asked questions

Which rights does the account need in ServiceNow?

Read access only: the itil role for changes and tasks, cmdb_read for the CMDB and read access to users (sys_user) to map people. An admin role is not required.

Which tables can Varmo import?

Any table via the Table API, such as changes (change_request) and catalogue tasks (sc_task) as measures, or servers (cmdb_ci_server) and applications as assets; at most 10,000 records per import.

Does Varmo change anything in ServiceNow?

No. Varmo only reads; nothing changes in ServiceNow. Assets from the CMDB only appear in the inventory after they have been accepted.

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