What are Workflows Activities?
In ServiceNow, a Workflow Activity is a sequence of operations that can automate processes, execute scripts, dispatch alerts, or carry out tasks. The list is extensive, but essentially, these workflows streamline the execution of individual steps or tasks. Activities can either be successful or unsuccessful, leading to actions undertaken by subsequent activities.
In Workflow Activities, there is a field known as "Activity Definition," which specifies the type of activity the workflow will perform.
Why is this an issue?
While workflow activities are inherent to ServiceNow, they may not always perform as efficiently as expected. For instance, the Notification workflow, an older method used by ServiceNow to dispatch notifications, can be useful but may complicate the process of identifying, filtering, and understanding the trigger for each notification.
A more effective alternative is the sysevent_email_action table. This feature allows for the same outcomes as the Notification workflow but simplifies management, maintenance, and operation. It enables the creation of specific flows to determine which notifications will be dispatched.
How do I fix it?
To address this issue, you should take two steps. First, disable the notification workflow, and then create or migrate the necessary notifications on the new table.
To disable the Notification workflow, follow these steps:
In the Filter Navigator and under Workflow, type and click on Activity Definitions.
On list view, look for Notification, under the Action tab, and change its value to false.
To create or migrate flows for notifications on the Notifications table, follow these steps:
In the Filter Navigator, type and enter sysevent_email_action.list.
On the list view, you can either create a new flow by clicking on New, or modify an existing flow.
Change the tabs When to run, Who will receive and What it will contain based on the specific criteria required for your case, then click on Save.