Workflow Creation

Programmatic Workflow Creation

Overview

This skill enables you to create complete ServiceNow workflows entirely via API/MCP without using the visual Workflow Editor. This is essential for:

• Automation pipelines - Create workflows as part of CI/CD deployments
• Templated solutions - Generate standardized workflows from templates
• Mass creation - Build multiple similar workflows programmatically
• Version control - Store workflow definitions as code in Git
• Environment migration - Recreate workflows across instances

Key Discovery: Activities store their logic in the input field as JavaScript code. This enables full programmatic workflow creation by:

1. Creating the workflow structure (wf_workflow, wf_workflow_version)
2. Creating activities with embedded scripts (wf_activity)
3. Linking activities with transitions (wf_transition, wf_condition)
4. Publishing the workflow version

Prerequisites

• Roles: admin or workflow_admin
• Permissions: Write access to workflow tables (wf_*)
• Knowledge: Basic understanding of workflow concepts
• Environment: Development or test instance (never create workflows in production first)
• Related Skills: admin/update-set-management - Capture workflows in update sets

Table Architecture

Understanding the workflow tables is critical for programmatic creation.

Core Tables

wf_workflow (base definition)
    |
    +-- wf_workflow_version (published versions)
            |
            +-- wf_activity (activities with scripts)
            |       |
            |       +-- wf_element_definition (activity types)
            |       +-- wf_stage (optional stages)
            |
            +-- wf_transition (connects activities)
            |       |
            |       +-- wf_condition (transition logic)
            |
            +-- wf_condition (workflow-level conditions)

Key Relationships

Procedure

Step 1: Discover Activity Types

First, identify available activity types (wf_element_definition).

Using MCP:

Tool: SN-Query-Table
Parameters:
  table_name: wf_element_definition
  query: active=true
  fields: sys_id,name,category,description
  limit: 50

Common Activity Types:

Note: Custom script activities can omit activity_definition entirely.

Step 2: Create Base Workflow

Create the workflow container record.

Using MCP (Preferred):

Tool: SN-Create-Workflow
Parameters:
  name: "P1 Incident Auto-Assignment"
  table: "incident"
  description: "Auto-assign P1 incidents to on-call engineer"
  condition: "priority=1^state=1"

Using SN-Create-Record:

Tool: SN-Create-Record
Parameters:
  table_name: wf_workflow
  data:
    name: "P1 Incident Auto-Assignment"
    description: "Auto-assign P1 incidents to on-call engineer"
    template: false
    access: "public"

Important: The name and table fields become read-only after creation. Choose carefully.

Save the sys_id: workflow_sys_id

Step 3: Create Workflow Version

Create a version that holds the actual workflow logic.

Using MCP:

Tool: SN-Create-Record
Parameters:
  table_name: wf_workflow_version
  data:
    name: "P1 Incident Auto-Assignment"
    workflow: [workflow_sys_id]
    table: "incident"
    condition: "priority=1^state=1"
    active: true
    published: false
    order: 100
    run_multiple: false
    after_business_rules: true

Key Fields:

Save the sys_id: version_sys_id

Step 4: Create Activities

Create each activity with its embedded script.

Activity 1: Start Activity

Using MCP (Preferred):

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Check On-Call Engineer"
  x: 100
  y: 100
  script: |
    // Find on-call engineer
    var GlideRecord('on_call_rotation');
    oncall.addQuery('active', true);
    oncall.addQuery('group', current.assignment_group);
    oncall.query();
    if (oncall.next()) {
      workflow.scratchpad.oncall_engineer = oncall.user.toString();
      gs.info('Found on-call: ' + oncall.user.name);
    } else {
      workflow.scratchpad.oncall_engineer = '';
      gs.warn('No on-call engineer found');
    }

Using SN-Create-Record:

Tool: SN-Create-Record
Parameters:
  table_name: wf_activity
  data:
    name: "Check On-Call Engineer"
    workflow_version: [version_sys_id]
    x: 100
    y: 100
    width: 150
    height: 80
    input: |
      // Script content here...

Save the sys_id: activity_start_id

Activity 2: Decision/Branch Activity

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Assign to On-Call"
  x: 250
  y: 100
  script: |
    // Assign incident based on on-call lookup
    if (workflow.scratchpad.oncall_engineer) {
      current.assigned_to = workflow.scratchpad.oncall_engineer;
      current.state = 2;  // In Progress
      current.work_notes = 'Auto-assigned to on-call engineer by workflow';
      current.update();
      answer = 'assigned';
      gs.info('Assigned to: ' + current.assigned_to.name);
    } else {
      answer = 'no_oncall';
      gs.warn('Could not assign - no on-call engineer');
    }

Save the sys_id: activity_assign_id

Activity 3: Notification Activity

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Send Notification"
  x: 400
  y: 100
  type: "notification"
  script: |
    // Send email notification
    var email = new GlideEmailOutbound();
    email.setSubject('P1 Incident Assigned: ' + current.number);
    email.setFrom('noreply@company.com');
    email.addAddress(current.assigned_to.email);
    email.setBody('You have been assigned P1 incident: ' + current.number + '\n' +
                  'Priority: 1\n' +
                  'Short Description: ' + current.short_description);
    email.send();
    gs.info('Notification sent to: ' + current.assigned_to.email);

Save the sys_id: activity_notify_id

Activity 4: Escalation Activity (Branch Path)

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Escalate to Manager"
  x: 250
  y: 250
  script: |
    // Escalate to manager
    var manager = current.assignment_group.manager;
    if (manager) {
      current.assigned_to = manager;
      current.escalation = 1;
      current.work_notes = 'Escalated to manager - no on-call engineer available';
      current.update();
      gs.info('Escalated to manager: ' + manager.name);
    }

Save the sys_id: activity_escalate_id

Step 5: Create Transition Conditions

Define conditions for branching paths.

Condition 1: "Assigned" Path

Tool: SN-Create-Record
Parameters:
  table_name: wf_condition
  data:
    activity: [activity_assign_id]
    name: "Assigned Successfully"
    short_description: "On-call engineer found and assigned"
    condition: "answer=assigned"
    order: 1

Save the sys_id: condition_assigned_id

Condition 2: "No On-Call" Path

Tool: SN-Create-Record
Parameters:
  table_name: wf_condition
  data:
    activity: [activity_assign_id]
    name: "No On-Call"
    short_description: "No on-call engineer found"
    condition: "answer=no_oncall"
    order: 2

Save the sys_id: condition_no_oncall_id

Else Condition (Default Path):

Tool: SN-Create-Record
Parameters:
  table_name: wf_condition
  data:
    activity: [activity_assign_id]
    name: "Default"
    short_description: "Default path"
    else_flag: true
    order: 99

Step 6: Create Transitions

Link activities together with transitions.

Using MCP (Preferred):

Tool: SN-Create-Transition
Parameters:
  from_activity_id: [activity_start_id]
  to_activity_id: [activity_assign_id]

Transition 1: Start to Assign

Tool: SN-Create-Record
Parameters:
  table_name: wf_transition
  data:
    from: [activity_start_id]
    to: [activity_assign_id]
    order: 1

Transition 2: Assign to Notify (Conditional)

Tool: SN-Create-Record
Parameters:
  table_name: wf_transition
  data:
    from: [activity_assign_id]
    to: [activity_notify_id]
    condition: [condition_assigned_id]
    order: 1

Transition 3: Assign to Escalate (Conditional)

Tool: SN-Create-Record
Parameters:
  table_name: wf_transition
  data:
    from: [activity_assign_id]
    to: [activity_escalate_id]
    condition: [condition_no_oncall_id]
    order: 2

Transition 4: Escalate to Notify (After Escalation)

Tool: SN-Create-Record
Parameters:
  table_name: wf_transition
  data:
    from: [activity_escalate_id]
    to: [activity_notify_id]
    order: 1

Step 7: Set Start Activity and Publish

Update the workflow version with the start activity and publish.

Using MCP (Preferred):

Tool: SN-Publish-Workflow
Parameters:
  workflow_version_id: [version_sys_id]
  start_activity_id: [activity_start_id]

Using SN-Update-Record:

Tool: SN-Update-Record
Parameters:
  table_name: wf_workflow_version
  sys_id: [version_sys_id]
  data:
    start: [activity_start_id]
    published: true

Step 8: Verify the Workflow

Query to verify workflow structure.

Check Activities:

Tool: SN-Query-Table
Parameters:
  table_name: wf_activity
  query: workflow_version=[version_sys_id]
  fields: sys_id,name,x,y

Check Transitions:

Tool: SN-Query-Table
Parameters:
  table_name: wf_transition
  query: from.workflow_version=[version_sys_id]
  fields: sys_id,from.name,to.name,condition.name

Check Workflow Version:

Tool: SN-Query-Table
Parameters:
  table_name: wf_workflow_version
  query: sys_id=[version_sys_id]
  fields: name,table,start.name,published,active

Workflow Context and Scripting

Available Variables in Activity Scripts

// The current record being processed
current

// Workflow scratchpad - share data between activities
workflow.scratchpad.your_variable = 'value';

// Activity result - determines which transition to follow
answer = 'approved';  // String that matches condition

// Current activity object
activity

// Workflow context
workflow.name
workflow.context.sys_id

Common Script Patterns

Pass Data Between Activities:

// Activity 1: Store data
workflow.scratchpad.user_tier = current.u_tier;
workflow.scratchpad.requires_approval = true;
workflow.scratchpad.approval_reasons = [];

// Activity 2: Use stored data
if (workflow.scratchpad.requires_approval) {
  var reasons = workflow.scratchpad.approval_reasons;
  // Process reasons...
}

Branch Logic with Answer Variable:

// Set answer to determine which transition fires
if (current.priority == 1) {
  answer = 'high_priority';
} else if (current.priority == 2) {
  answer = 'medium_priority';
} else {
  answer = 'low_priority';
}
// Create transitions with conditions: answer=high_priority, etc.

Error Handling:

try {
  var gr = new GlideRecord('incident');
  gr.get(current.sys_id);
  // Processing...
  answer = 'success';
} catch(e) {
  gs.error('Workflow error in ' + activity.name + ': ' + e.message);
  workflow.scratchpad.error_message = e.message;
  answer = 'error';
}

Logging for Debugging:

gs.info('[Workflow: ' + workflow.name + '] Activity: ' + activity.name);
gs.info('[Workflow] Processing incident: ' + current.number);
gs.info('[Workflow] Scratchpad data: ' + JSON.stringify(workflow.scratchpad));

Activity Type Examples

Approval - User

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Manager Approval"
  x: 300
  y: 150
  type: "35433da80a0a029a0028c639a1e51eb4"
  script: |
    // Create approval request for manager
    var approval = new GlideRecord('sysapproval_approver');
    approval.initialize();
    approval.document_id = current.sys_id;
    approval.source_table = current.getTableName();
    approval.approver = current.opened_by.manager;
    approval.state = 'requested';
    approval.insert();
    gs.info('Approval created for: ' + current.opened_by.manager.name);

Approval - Group

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "CAB Approval"
  x: 300
  y: 150
  type: "354e911f0a0a029a00e6a0e6ad74206f"
  script: |
    // Create group approval request
    var approval = new GlideRecord('sysapproval_group');
    approval.initialize();
    approval.document_id = current.sys_id;
    approval.source_table = current.getTableName();
    approval.assignment_group = 'CAB';  // sys_id or name
    approval.state = 'requested';
    approval.insert();

Catalog Task

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Create Fulfillment Task"
  x: 350
  y: 150
  type: "38891b6f0a0a0b1e00efdfdd77602027"
  script: |
    // Create catalog task
    var task = new GlideRecord('sc_task');
    task.initialize();
    task.request_item = current.sys_id;
    task.short_description = 'Fulfill: ' + current.short_description;
    task.assignment_group = current.assignment_group;
    task.state = 1;  // Open
    var taskId = task.insert();
    workflow.scratchpad.task_sys_id = taskId;
    gs.info('Created task: ' + task.number);

Timer/Wait

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Wait 24 Hours"
  x: 400
  y: 150
  type: "3961a1da0a0a0b5c00ecd84822f70d85"
  script: |
    // Timer configuration is typically in vars field
    // This activity waits before proceeding
    gs.info('Timer started - will continue in 24 hours');

Notification

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Send Email"
  x: 450
  y: 150
  type: "0a6c97790a0a0b2756919eb960284334"
  script: |
    // Send notification
    var email = new GlideEmailOutbound();
    email.setSubject('Request Update: ' + current.number);
    email.setFrom('noreply@company.com');
    email.addAddress(current.opened_by.email);
    email.setBody('Your request ' + current.number + ' has been processed.\n\n' +
                  'Status: ' + current.state.getDisplayValue());
    email.send();

Set Values

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Update Record Status"
  x: 500
  y: 150
  type: "1ca8d7cf0a0a0b265e9a000c2c08248c"
  script: |
    // Set field values
    current.state = 3;  // Closed
    current.close_code = 'Resolved';
    current.close_notes = 'Completed via workflow';
    current.closed_at = gs.nowDateTime();
    current.update();

Join (Wait for Multiple Paths)

Tool: SN-Create-Activity
Parameters:
  workflow_version_id: [version_sys_id]
  name: "Wait for All Approvals"
  x: 400
  y: 200
  type: "7c9a2ba9c0a801650021ada408de0ebd"
  script: |
    // Join waits for all incoming transitions to complete
    gs.info('All paths completed - continuing workflow');

Canvas Layout Best Practices

Coordinate System

Origin (0,0)
    +-----------------------------------------> X (horizontal)
    |
    |   [Start]       [Process]      [End]
    |   (100,100)     (250,100)      (400,100)
    |
    |                 [Branch A]
    |                 (250,200)
    |
    |                 [Branch B]
    |                 (250,300)
    |
    v
    Y (vertical)

Recommended Spacing

• Start position: x=100, y=100
• Horizontal spacing: 150-200 pixels between sequential activities
• Vertical spacing: 100-150 pixels for branching paths
• Standard dimensions: width=150, height=80

Layout Patterns

Linear Flow:

[Start] ---> [Process] ---> [End]
(100,100)    (250,100)      (400,100)

Decision Branch:

                +---> [Yes Path] --+
               /     (250,100)      \
[Decision] ---+                      +---> [Join]
(100,150)      \                    /     (400,150)
                +---> [No Path] ---+
                     (250,200)

Parallel Paths:

           +---> [Task 1] ---+
          /     (200,100)     \
[Start] -+                     +---> [Join] ---> [End]
(100,150) \                   /     (400,150)    (550,150)
           +---> [Task 2] ---+
                (200,200)

Testing Workflows

Pre-Publication Testing

1. Verify Structure:

Tool: SN-Query-Table
Parameters:
  table_name: wf_activity
  query: workflow_version=[version_sys_id]
  fields: name,x,y

2. Verify Transitions:

Tool: SN-Query-Table
Parameters:
  table_name: wf_transition
  query: from.workflow_version=[version_sys_id]
  fields: from.name,to.name,condition.name

3. Test with Unpublished Version: Keep published: false during testing. The workflow will still run for manual testing.

Runtime Debugging

Enable Workflow Logging:

// Add to activities for debugging
gs.info('[WF-DEBUG] Activity: ' + activity.name);
gs.info('[WF-DEBUG] Current: ' + current.number);
gs.info('[WF-DEBUG] Scratchpad: ' + JSON.stringify(workflow.scratchpad));

View Workflow Context:

Tool: SN-Query-Table
Parameters:
  table_name: wf_context
  query: workflow_version=[version_sys_id]^state=executing
  fields: sys_id,state,started,scratchpad

View Activity History:

Tool: SN-Query-Table
Parameters:
  table_name: wf_history
  query: context.workflow_version=[version_sys_id]
  fields: activity.name,state,started,ended,output
  orderBy: started

Common Debug Queries

Find Failed Contexts:

Tool: SN-Query-Table
Parameters:
  table_name: wf_context
  query: workflow_version=[version_sys_id]^state=cancelled
  fields: sys_id,state,result,scratchpad

Find Stuck Activities:

Tool: SN-Query-Table
Parameters:
  table_name: wf_executing
  query: context.workflow_version=[version_sys_id]
  fields: activity.name,state,started

Versioning and Publishing

Version Workflow

Create New Version:

Tool: SN-Create-Record
Parameters:
  table_name: wf_workflow_version
  data:
    name: "P1 Incident Auto-Assignment v2"
    workflow: [workflow_sys_id]
    table: "incident"
    condition: "priority=1^state=1"
    active: true
    published: false

Then recreate activities and transitions for the new version.

Deactivate Old Version

Tool: SN-Update-Record
Parameters:
  table_name: wf_workflow_version
  sys_id: [old_version_sys_id]
  data:
    active: false

Publish New Version

Tool: SN-Update-Record
Parameters:
  table_name: wf_workflow_version
  sys_id: [new_version_sys_id]
  data:
    published: true

Tool Usage Summary

MCP Tools (Preferred)

REST API (Alternative)

Best Practices

• Naming Convention: Use [Process] - [Trigger] format (e.g., "Approval - High Priority Change")
• Activity Names: Use Verb + Noun format (e.g., "Check Approval Status", "Send Notification")
• Start Simple: Create with 2-3 activities first, then add complexity
• Test Early: Test with published: false before publishing
• Add Logging: Include gs.info() statements for debugging
• Error Handling: Wrap scripts in try-catch blocks
• Use Scratchpad: Pass data via workflow.scratchpad, not global variables
• Document Conditions: Use descriptive names for transition conditions
• Version Control: Store workflow definitions as JSON/code in Git
• Capture in Update Set: Always create workflows with an active update set

Troubleshooting

Workflow Not Triggering

Symptom: Workflow created but not executing Cause: Missing or incorrect trigger condition, or workflow not active/published Solution:

1. Verify active: true on workflow version
2. Verify published: true on workflow version
3. Check trigger condition matches record criteria
4. Verify after_business_rules setting
5. Check workflow is assigned to correct table

Activity Not Executing

Symptom: Workflow starts but specific activity skipped Cause: Missing transition or incorrect condition Solution:

1. Query transitions: from=[activity_sys_id]
2. Verify condition matches answer value from previous activity
3. Check activity has valid script in input field

Workflow Stuck

Symptom: Workflow context remains in "executing" state Cause: Activity script error or infinite loop Solution:

1. Check System Logs for script errors
2. Query wf_history for activity execution details
3. Review activity scripts for errors
4. Cancel stuck context if needed:

Tool: SN-Update-Record
Parameters:
  table_name: wf_context
  sys_id: [context_sys_id]
  data:
    state: cancelled

Transition Condition Not Matching

Symptom: Workflow takes wrong path Cause: Condition syntax or answer value mismatch Solution:

1. Verify condition format: answer=value (no quotes)
2. Check answer variable is set correctly in activity script
3. Check condition order (lower order = higher priority)
4. Use else_flag: true for default/fallback path

Script Errors in Activities

Symptom: Activity fails with script error Cause: Invalid JavaScript or API usage Solution:

1. Test script in background script first
2. Check variable scope (current, workflow available)
3. Verify GlideRecord queries return results
4. Add error handling:

try {
  // Script logic
} catch(e) {
  gs.error('Activity error: ' + e.message);
  answer = 'error';
}

Examples

Example 1: Simple Approval Workflow

Tool: SN-Create-Workflow
Parameters:
  name: "Simple Approval"
  table: "change_request"
  description: "Basic change approval workflow"
  condition: "type=normal"
  activities:
    - name: "Request Approval"
      x: 100
      y: 100
      script: |
        var approval = new GlideRecord('sysapproval_approver');
        approval.initialize();
        approval.document_id = current.sys_id;
        approval.source_table = 'change_request';
        approval.approver = current.assignment_group.manager;
        approval.state = 'requested';
        approval.insert();
        workflow.scratchpad.approval_id = approval.sys_id;
    - name: "Check Approval Status"
      x: 250
      y: 100
      script: |
        var approval = new GlideRecord('sysapproval_approver');
        approval.get(workflow.scratchpad.approval_id);
        answer = approval.state.toString();
    - name: "Approved Actions"
      x: 400
      y: 50
      script: |
        current.state = 'authorize';
        current.work_notes = 'Change approved by workflow';
        current.update();
    - name: "Rejected Actions"
      x: 400
      y: 150
      script: |
        current.state = 'cancelled';
        current.work_notes = 'Change rejected by workflow';
        current.update();
  transitions:
    - from: 0
      to: 1
    - from: 1
      to: 2
      condition: "answer=approved"
    - from: 1
      to: 3
      condition: "answer=rejected"

Example 2: Multi-Level Approval

Creating a workflow with parallel approvals that join before completion.

Step 1: Create Base Structure

Tool: SN-Create-Record
Parameters:
  table_name: wf_workflow
  data:
    name: "Multi-Level Approval"
    description: "Requires both manager and director approval"

Step 2: Create Activities (Create 6 activities: Start, Manager Approval, Director Approval, Join, Approved, Rejected)

Step 3: Create Parallel Transitions

// Start -> Manager Approval
// Start -> Director Approval (parallel path)
// Manager Approval -> Join
// Director Approval -> Join
// Join -> Approved (if all approved)
// Join -> Rejected (if any rejected)

Example 3: Incident Auto-Routing

// Complete workflow for routing incidents based on category

// 1. Create workflow
SN-Create-Record: wf_workflow
  name: "Incident Auto-Router"
  description: "Route incidents to appropriate team"

// 2. Create version
SN-Create-Record: wf_workflow_version
  table: "incident"
  condition: "active=true^assignment_groupISEMPTY"

// 3. Create routing activity
SN-Create-Activity:
  name: "Route by Category"
  script: |
    var category = current.category.toString();
    var routing = {
      'network': 'Network Support',
      'hardware': 'Hardware Support',
      'software': 'Software Support',
      'database': 'Database Team'
    };
    var group = routing[category] || 'Service Desk';
    var gr = new GlideRecord('sys_user_group');
    gr.addQuery('name', group);
    gr.query();
    if (gr.next()) {
      current.assignment_group = gr.sys_id;
      current.work_notes = 'Auto-routed to ' + group;
      current.update();
      answer = 'routed';
    } else {
      answer = 'no_group';
    }

Related Skills

• admin/update-set-management - Capture workflows in update sets
• admin/application-scope - Workflows in scoped applications
• itsm/change-management - Change request workflows
• itsm/incident-lifecycle - Incident handling workflows

References

• ServiceNow Workflow Documentation
• Workflow Activities
• Workflow Scripting
• MCP ServiceNow Server Documentation