ConfigBot for ServiceNow – Catalog Item

Catalog Items for ServiceNow simplifies catalog configuration by centralizing catalogs, catalog items, categories, variables, variable choices, order guides, and rule-based settings in a single, intuitive spreadsheet interface. It enables teams to easily create, update, and manage catalog-related records with consistency and control. 

With built-in Catalog Item Diagnostics, teams can verify user access and ensure the right visibility for each catalog item. Designed for efficiency and scalability, Catalog Items empowers administrators to automate configurations and maintain a seamless, user-focused service catalog experience within ServiceNow. 

The following article explains how to use the Catalog Item module in ConfigBot to perform different operations. 

Step 1: Log in to ConfigBot 

Enter your username and password, then click Submit to access the portal. 

Step 2: Access the Catalog Item Module: 

From the Home Screen, Navigate to Platform and click on the Catalog Item module tile. 

Step 3: Create a New Iteration 

Click the Add New Iteration button 

• Enter the Iteration Number 
• Select the Workspace or ADD NEW Workspace  
• Enter Host Address  
• Choose the Instance Type  
• Enter your Company ID and Username  
• Add a short Description  

After filling in all details, click Submit to create your iteration. 

Step 4: Set the Filter Configuration: 

Once the iteration is created, open the workbook and navigate to Config Sheet and select filter type, in fig below, I have selected fetch All filter type so it will fetch all records present in the instance 

You can also select other filters type   

• Fetch All: will fetched all the records from the instance  
• Fetch All, except these: will fetch all records except those that are mentioned in the next column.  
• Fetch Only: will fetch the records that are mentioned in the next column.  
• Fetch Active Only: will only fetch active records.  
• Fetch In Active Only: will only fetch inactive records.  
• Fetch By Query: will only fetch records that are associated with the query  

Or you can use the Dependent Functionality by selecting "Yes" in Column D "Dependent" 

When Dependent is set to Yes, records are fetched based on their parent record. This ensures that only the child records associated with the selected parent configuration are retrieved.  

Dependency Relationships:  
Catalog Item → Records are fetched using the configured filter.  

• Categories → Records are fetched based on the related Catalog Item records.   
• Catalogs → Records are fetched based on the related Catalog Item records.   
• Variable Set → Records are fetched based on the related Catalog Item records.   
• Variable → Records are fetched based on the related Catalog Item and Variable Set records. 
• Question Choices → Records are fetched based on the related Variable records. 
• Orde Guide → Records are fetched based on the related Categories records. 
• Rule Base → Records are fetched based on the related Catalog Item records. 

Catalog Item Diagnostic → Checks the Access Permission of user for Catalog item. 

Step 5: Generate Workbook 

Once the iteration is created, click on the Hamburger Menu and select Generate workbook. 

In the pop-up window:  

• Enter your ServiceNow password  
• Add any execution notes (optional)  
• In Advanced Options, Select All box to Generate workbook (As we want to generate all sheets). 
• Click Confirm and Start to process execution

This step prepares the workbook with the basic configuration setup and backfilled the data from ServiceNow instance. 

Step 6: Review Results 

Once the execution status changes to Complete, open the generated workbook. You will notice that the sheet backfilled with the data 

Automation (Configure Records using ConfigBot): 

Step 1: Open Generated Workbook:

• Click on sheet icon to open generated workbook
• Navigate to the desired Sheet (Catalogs, Categories, Catalog item and others)  
• Create and configure the records. 

To Start Configuration for Automation:

Step 1: Navigate to Catalogs Sheet, Create the Catalogs records according to your configuration. 

Step 2: Navigate to Categories Sheet, Create the Categories according to your configuration and fill all the mandatory fields. you can connect the recent created catalog with the category as shown in highlighted column H

Step 3: Navigate to Catalog Item Sheet, Create the Catalog Item according to your configuration and fill all the mandatory fields. you can also connect the recent created catalog and category with the catalog item as shown in highlighted column G and I.

Step 4: Navigate to Variable Set Sheet, Create the Variable Set according to your configuration and fill all the mandatory fields.

you can also connect your variable set with the catalog item, after changing the processing status to pending navigate back to catalog item sheet. you can see in the column AK the variable set is listed select your variable set from here.

Step 5: Navigate to Variables Sheet, Create the Variables according to your configuration and fill all the mandatory fields. You can configure variables for both, variable set or catalog Item as per your configuration.

Step 6: Navigate to Question Choices Sheet, Create the Question Choices according to your configuration and fill all the mandatory fields. You can configure Question choices for both, variable set or catalog Item variables as per your configuration.

Step 7: Navigate to Order guide Sheet, Create the Order Guide according to your configuration and fill all the mandatory fields. You can also connect the recent created catalog and category with the Order Guide as shown in highlighted column G and I.

Step 8: Navigate to Rule Base Sheet, Create the Rule Base according to your configuration and fill all the mandatory fields. You can also connect the recent created Order Guide and Catalog item with the Rule Base as shown in highlighted column F and G.

Step 9: Finally, navigate to the Config sheet. Set Maintain Update Set to Yes and enter the desired Update Set Name.

Note: Make sure to pending the status of each record before running automation. 

Step 2: Start Configuration 

Once your configuration data is set:  
Return to your Workspace.  
Click the Hamburger Menu and select Request Reprocess. 

Click the Hamburger Menu again and this time select Start Configuration 

In the pop-up window: 

• Enter your ServiceNow password 
• Add any notes  
• Select the Advance options boxes to which sheets you configured.  
• Click Confirm and Start to execute 

Note: Select check boxes options as per your Configuration, then click Confirm and Start after Configuration.  

Step 3: Result Overview 

You can click the Information logs (🛈) icon on your iteration to monitor the processing status in real time and Logs. 

 
Once the execution Complete, proceed to review your results. 

You will notice highlights across multiple tabs: 

• Red Highlights → Indicate configuration differences between the values currently maintained in the sheet and those available in the ServiceNow instance. These highlights help identify areas where changes have been made or where the configurations are not aligned.  
• Green Highlights → Indicate matching configuration values between the sheet and the ServiceNow instance, confirming that no configuration changes have been identified. 

Validation (Validate Configuration Changes from the sheet): 

Step 1 – Open the Generated workbook 

Click on the sheet icon to open the generated workbook 

Step 2 – Change the status to Pending  

Navigate to the desired sheet for which you want to validate the data and change the Processing Status to “Pending” 

Step 3 – Start Execution (Validation) 

Once the Processing Status is set to Pending, close the workbook and navigate back to workspace 
Click on the hamburger menu icon and select “Request Reprocess” 

Click on the hamburger menu icon again and this time select “Start Validation” 

In the pop-up window: 

• Enter your ServiceNow instance password. 
• Add any execution notes 
• Select the checkbox for the desired sheet 

Click Confirm and Start After Configuration. 

Step 4: Review Results: 

Once the execution status changes to Complete, open the generated workbook. 

You will notice highlights across multiple tabs: 

• Red Highlights → Indicate configuration differences between the values currently maintained in the sheet and those available in the ServiceNow instance. These highlights help identify areas where changes have been made or where the configurations are not aligned.  
• Green Highlights → Indicate matching configuration values between the sheet and the ServiceNow instance, confirming that no configuration changes have been identified. 

Compare (Compare Between Two Executions): 

Step 1 – Should have two Generated Workbooks   

Ensure that you have two workbooks generated.  

Step 2 – To Start Compare Execution: 

Click on the hamburger menu icon and select “Request Reprocess” 

Click on the hamburger menu icon again and this time select “Compare iteration” 

In the pop-up window: 

• Select the iteration you want to compare against. 
• Click Confirm and Start to start the execution process. 

Once the status shows complete, open the workbook and navigate to each sheet to see the changes 

You can notice highlights across multiple tabs: 

• Red Highlights – Indicate differences between the two iterations. 
• Green Highlights – Indicate matching values across both workbooks. 

These color-coded results allow you to instantly identify what has changed or remained consistent between the two ServiceNow instances. 

Or we can also Navigate to the “Compare Summary” Sheet, to find the differences 

This Sheet provides a quick and reliable way to verify data consistency between executions. Instead of manually inspecting records, you can visualize differences and matches in a structured tabular form. 

Catalog Item diagnostic (Checks the Permission for catalog item): 

This Sheet provides a quick and reliable way to verify access to catalog items to the respective user. Instead of manually inspecting records, you can visualize the access from one place in a structured tabular form. 

Step 1 – Open the Generated workbook 

Open the generated workbook, and navigate to the Catalog Item diagnostic sheet and fill all the mandatory columns and set their status to pending 

Step 2 – Start Execution: 

Once the Processing Status is set to “Pending, close the workbook and navigate back to workspace 
Click on the hamburger menu icon and select “Request Reprocess” 

Click on the hamburger menu icon again and this time select “Start Configuration” 

In the pop-up window: 

• Enter your ServiceNow password 
• Add any notes  
• Select the Advance options boxes to which sheets you configured.  
• Click Confirm and Start to execute 

Note: Select Catalog Item Diagnostics box, then click Confirm and Start after Configuration.  

Step 3: Result Overview 

Once the execution Complete, proceed to review your results. Below Is showing the user has access to the selected Catalog Item. 

Updated on: 09/11/2026