Quality Clouds Field Analysis for ServiceNow is an application on the ServiceNow store (currently being certified, should be available in September 2019) which analyses the custom database table fields to give visibility as to which fields are populated and which are not. Note that only aggregate queries to count the number of records and the last modification date are executed, the data itself is not scanned.
This analysis helps identify custom fields which are underused, and custom fields which have not been updated in a long time based on configurable thresholds.
Once identified, the underpopulated fields can either be eliminated, and the corresponding forms be redesigned to a simpler layout. On the other hand, if the percentage of records for which the custom fields are populated is lower than expected / desired, actions can be taken to increase the use of these fields, such as making them mandatory or auto populated if the information is of value to the business.
The following documentation provides detailed and logical illustrations giving examples of Field Analysis concepts and principles.
How To Use Quality Clouds Field Analysis
Once the Quality Clouds Field Analysis application is installed from the ServiceNow app store, the Quality Clouds Field Analysis menu items will be available as below. Note that the application will only be available to users who have been granted the application role (x_qucl_field_trip.field_trip_user)
- Field Analysis Homepage
- App Configuration
- Custom Fields Usage
- Customer Support
The first Menu Item which you need to access is "App Configuration".
This section allows you to define the different parameters and thresholds for the Quality Cloud Field Analysis for ServiceNow usage analysis. It also includes the button which must pressed to trigger data collection.
Note that usage statistics are collected on every field. The thresholds set on this page are only to filter the information displayed on the Home Page dashboards.
Underutilized Fields Report
To set a limit on the utlization percentage of custom fields, select the Underutilized Fields Report and insert the desired threshold value.
To display the results on the Homepage click Update and Gather Data.
When this is done, the underutilized fields report graph will display the list of custom fields for which a value has been set a % equal to or lower than the threshold set. The percentage of utilization is calculated from the date on which the field was created. Therefore, even if a table already had 100 rows at the time that the custom field was added, and 1 row was created after the field was added, if that single row has a value for the field, the calculated utilization percentage would be 100%, not 1%.
Custom Legacy Fields Report
To set a limit on the legacy fields report, select the Custom Legacy Fields Report tab and enter the desired number of days under the Custom Legacy Fields Report tab. This will cause only those custom fields which have not been updated in the last X days to be displayed in the list in the application dashboard.
Click on the Update and gather Data tab to refresh the values displayed on the Homepage.
Field Analysis Homepage
This section displays the results of the latest Field Analysis execution run. The thresholds applied to the Field Utilization chart and to the Legacy Fields list are those which have been configured in the App Configuration Page.
The Field utilisation threshold % graph displays the usage of the database fields and tables in a percentage threshold format. This view helps to identify custom fields which are seldom used.
The Custom Legacy Fields analysis indicates the number of days since the last update of selected fields.
The values reference the number of days which fall under the legacy threshold set during the field configuration.
The Custom Tables Utilization graph provides a count of the number of records which have been filled in for each of the custom fields in the instance. This graph does not depend on the limits set for % utilization and legacy fields analylsis.
The utilization average graph shown below displays the average % of utilization across all custom fields in the instance. This graph does not depend on the limits set for % utilization and legacy fields analysis.
Custom Fields Usage
The Custom Fields Usages table shows the results of the scanning performed in the custom fields. This is the source data which is used to generate the graphs in the application home page. Note that every custom field is included in this list, even if it is not shown on the graphs due to the thresholds specified.
The table fields which have been added to ServiceNow as a result of development activities are listed and analysed along with a summary of their content:
- Table name - The table name on which the field is defined. This can be an out of the box table (such as Incident), or a custom table.
- Field label - The public display name of the filed
- Field name - The name of the field
- Field type - The data type of the field
- Populated (%) - The percentage usage of the field. That is, out of all the rows created on the table after the field was added to the table, what % of those rows have a value set on the field.
- Populated - The number of record which have a value for the custom field
- Created on - The date at which the field was created
- Last Populated - The timestamp for the last insert or update on the field
- Days since last update - The difference in days between the current date and the last populated value for each field
More information can be found about a specific table if you double click on the Table Name top menu.
The data can be sorted alphabetically (A-Z or Z-A) or by % Population of fields.
Click on the Populated (%) and select Group by Populated (%) and the table will display the information sorted from the least to the most populated fields, i.e. used or not being used.
Selecting the Populated (%) display option on the previous screen, generates the results of the content we see listed below. The results are the fields which have not been updated in the last X days. They may have been used in the past, but could be considered "legacy" since they have not been updated in the specified threshold.
These fields could be in brand new tables (i.e. tables which have been added, in which case all the fields in that table are analysed), or they could be fields which have been added to the ServiceNow default (or Out Of the Box) tables. For the later, only the fields which have been added are analysed.
For more details on the fields to be analysed, expand the down arrow on the left of each row.