User Group Administration

Users, Groups and Roles

acl-security teaches the rules. This teaches the things the rules apply to. Without it an agent asked to "add Sam to the change team" writes a background script against sys_user_grmember, which works right up until it silently creates a second membership row.

Four tables

There is no list of members on the group and no list of roles on the user. Both are join tables, and both are where the work happens.

Order of operations

Group before membership, role before grant. Every one of these is a reference field with no auto-create behind it:

// 1. the group
const grp = await snow_role_group_manage({ action: "create_group", name: "Database — Change",
                                           manager: managerSysId, description: "Owns DB change approvals" })

// 2. then people into it — takes sys_id, username OR email, so no lookup step
await snow_manage_group_membership({ action: "add", group_identifier: "Database — Change",
                                     user_identifier: "sam.patel@example.com" })

// 3. and a role onto the group, so membership grants it
await snow_role_group_manage({ action: "assign_role", role: roleSysId, group: grp.sys_id })

snow_manage_group_membership checks for an existing membership before inserting, which a hand-written GlideRecord.insert() does not. Duplicate sys_user_grmember rows do not break access — they break removal, because the remove path deletes one row and the user is still a member.

Inherited versus direct: the part that bites

A role reaches a user two ways, and sys_user_has_role holds both:

• Direct — a row with inherited = false, created when someone grants the role to the person.
• Inherited — a row with inherited = true, created by the platform when the user joins a group that has the role, or when a role the user holds contains another role.

snow_get_user_roles returns every row on sys_user_has_role for the user, with display values. Read the inherited flag on each one before concluding anything:

const roles = await snow_get_user_roles({ user_id: userSysId })
const direct = roles.roles.filter((r) => r.inherited === "false")

This is why removing a role does not always remove the access. Revoke the direct grant and the user still holds the role, because a group they are in also grants it — the inherited row is untouched and was never yours to delete. Two rules follow:

1. Before revoking, look at all the rows for that role. If any is inherited=true, the fix is group membership, not the grant.
2. Never delete an inherited=true row by hand. The platform maintains those; it will recreate them, and in the meantime access does not change.

Role containment compounds this: itil_admin contains itil, so granting the first produces an inherited itil row as well. Someone who "only has itil_admin" has both.

One caution on assign_role with a group

snow_role_group_manage({ action: "assign_role", group }) writes its row to sys_user_has_role. On a stock instance the group→role join is sys_group_has_role, so verify what landed before you rely on it:

await snow_query_table({ table: "sys_group_has_role", query: "group=" + grp.sys_id, fields: "role,inherited" })

If that comes back empty after the call, grant the role to the group in the UI (Group → Roles related list) instead and use the tool only for user grants.

Deactivate, never delete

snow_user_manage({ action: "deactivate", user_id }) sets active = false. That is the only removal the tool offers, deliberately.

A sys_user record is referenced from every task the person ever touched — opened_by, assigned_to, sys_created_by, every journal entry, every approval. Deleting it leaves those references dangling and the history unreadable. Deactivating it blocks login, drops the user out of assignment lookups, and keeps every reference intact.

Deactivation does not remove group memberships or roles. Those rows stay, which is correct — if the person returns, or if an audit asks what access they had in March, the answer is still there. If access must be provably gone as well, remove the memberships explicitly:

const groups = await snow_query_table({ table: "sys_user_grmember", query: "user=" + userSysId,
                                        fields: "group" })
for (const row of groups.records) {
  await snow_manage_group_membership({ action: "remove", user_identifier: userSysId,
                                       group_identifier: row.group.value })
}
await snow_user_manage({ action: "deactivate", user_id: userSysId })

Same for groups: a group with history should be deactivated (active = false), not deleted. Deleting one orphans every sys_user_grmember row pointing at it and every assignment that used it.

Reading before writing

Two queries answer most "who can do X" questions without changing anything:

// everyone in a group, with details
await snow_manage_group_membership({ action: "list", group_identifier: "Database — Change" })

// every group a user is in
await snow_query_table({ table: "sys_user_grmember", query: "user=" + userSysId, fields: "group" })

Related

• acl-security — what the roles are checked against.
• instance-security — instance-level hardening; a different subject from who holds what.
• domain-separation — on a domain-separated instance, a group and its members live in a domain, and a membership across domains does not do what it looks like.