🌟 What are Import Sets in ServiceNow?

- Import Sets in ServiceNow are a crucial feature that allows administrators to bring data from various external sources into the ServiceNow platform. They act as a staging area for this data before it's transformed and loaded into the appropriate ServiceNow tables.

📍 Key Aspects of Import Sets:

➡ Data Import:
Import Sets enable the import of data from various sources, including:

• Files: CSV, Excel, XML
• Databases: JDBC
• Directories: LDAP
• Web Services: HTTP, FTP, REST APIs

➡ Staging Table:
When data is imported, it lands in a temporary table called an Import Set Table. This table mirrors the structure of the imported data.

➡ Transformation:
The data in the Import Set Table is transformed and mapped to fields in existing ServiceNow tables (target tables) using Transform Maps.

➡ Data Loading:
Once the transformation is defined, the data is moved into the appropriate ServiceNow tables like Incident, User (sys_user), or custom tables.

📍 Steps Involved in Import Sets:

➡ Staging Table:
A temporary holding table is created that mirrors the structure of the incoming data. This allows for validation and review before data reaches its final destination.

➡ Data Loading:
Data is loaded into the staging table from a variety of sources, such as CSV/Excel files, JDBC databases, LDAP directories, or REST APIs.

➡ Transformation:
Using Transform Maps, the imported data is shaped to match the format and structure of the target tables in ServiceNow.

➡ Transform Maps:
Defines the mapping and logic between the fields in the Import Set Table and the target ServiceNow table. Scripts can be used for data manipulation during this stage.

➡ Data Loading into Target Tables:
After transformation, the data is inserted or updated into the final ServiceNow tables based on coalescing fields or logic.

📍 Why Use Import Sets?

• Data Transformation: Define how incoming data maps to target tables and use scripting for advanced logic.
• Data Cleansing and Validation: Clean and validate the data in the staging table before final import.
• Error Handling: Errors remain isolated in the staging area, making them easier to fix without affecting live records.
• Scheduled Imports: Automate recurring imports via schedules.
• Auditing: Maintain a record of what was imported and when.

📍 Process Flow of an Import Set:

➡ Load Data:
Data is loaded into the Import Set Table from the configured data source.

➡ Create/Modify Transform Map:
Define field mappings, set coalesce fields, and optionally add scripts for data transformation.

➡ Transform:
Run the transform process to apply mappings and scripts, and insert or update records in the target ServiceNow table.

➡ Cleanup (Optional but Recommended):
Use the "Import Set Deleter" scheduled job to delete old import sets and free up space (usually deletes sets older than 7 days).

📍 Use Cases for Import Sets:

• Initial data migration during ServiceNow implementation
• Regular imports from external systems (e.g., HR feeds, monitoring alerts)
• Bulk updates to ServiceNow records
• Third-party application integrations