ConfigBot for ServiceNow – Groups & Roles Access Analysis

The Group & Roles Access Analysis module in ConfigBot for ServiceNow provides a consolidated view of how roles and users are distributed across ServiceNow Groups, HR Criteria, and User Criteria.

The module analyzes access configurations to identify duplication, overlap, and excessive role distribution across the instance. It highlights:

Matched Groups – identifies multiple groups that contain the same or similar roles.
Matched HR Criteria – identifies HR Criteria records with overlapping role assignments.
Matched User Criteria – identifies User Criteria records that contain the same roles across multiple criteria.
Common Group Members – identifies users who are members of multiple groups, helping expose membership overlap.
Role by Group Count – shows how widely each role is distributed across groups. For example, if a role is assigned to five different groups, its group count is displayed as 5.

This analysis gives administrators a clearer picture of role reuse, duplicated access structures, and overlapping memberships, making it easier to review and rationalize ServiceNow access configurations.

The following article explains how to use the Group & Roles Access Analysis module in ConfigBot to perform different operations.

Enter your username and password on the login page, then click Submit to access your ConfigBot portal.

Step 2: Access the HR Criteria Module

From the ConfigBot dashboard, navigate to the Employee Workflows, and click HR Criteria module tile to open it.

Note: Group & Roles Access Analysis module does not directly support workbook configuration. It uses child iterations generated from the HR Criteria and Group, Roles & Security Analysis, in this case I am using HR Criteria module iteration you can choose module according to your need, so first create iterations in the respective module to Generate Analysis in Group & Role Access Analysis.

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
Then click Submit to create the iteration

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

Step 4: Generate Workbook (Initial Execution)

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)
Select All (to only backfill the data)
Click Confirm and Start to process execution

This step backfills the workbook with all the data that you needed.

Note: Follow the Step 3 to 4 to Generate workbook in Group, Roles and Security Analysis because we have 3 screens in the Group & Roles Access Analysis module which uses workbook from Group, Roles and Security Analysis module to generate its analysis.

Navigate to the desired sheet (HR Criteria, HR Conditions, or User Criteria).

Above you can see the HR Criteria sheet, successfully backfilled all the data from the instance.

Step 5: Access the Group & Role Access Analysis Module

From the ConfigBot dashboard, navigate to the Impact Analysis, and click on Group & Roles Access Analysis to open it.

Step 6: Create a New Iteration

Click the Add New Iteration button

Enter the Iteration Number
Select the Workspace or ADD NEW Workspace
Add a Short Description
Then click Submit to create the iteration.

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

Step 7: Configure the Workbook

Once the iteration is created, click on the sheet icon to open it.

Click on the Config Sheet to open Config Sheet.

Here you can Configure your color formatting as per its respective percentage.

Here You Can Configure data as shown in the above picture.

In Row 4 – As I Configure value that filled if that’s Equal to 50% that cell going to filled with teal color.
In Row 5 – As I Configure value that filled if that’s Less Than to 50% that cell going to filled with red color.
In Row 6 – As I Configure value that filled if that’s Greater Than to 50% that cell going to filled with green color.

Step 8: Generate Analysis

Once your configuration data is set:

Return to your iteration in ConfigBot.
Click on the Hamburger Menu and select Generate Analysis.

In the pop-up window:

Select the option you want to Generate Analysis for.
Select the Iteration you created for your purpose. Here I created Iteration in HR Criteria, so I am going to generated Analysis on Matched HR Criteria.
Add Execution Notes.
Click Confirm and Start to execute.

Step 8: Monitor The Progress

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

Once the execution Complete, proceed to review your results.

Open the workbook and select your respective sheet for which you generate the analysis, here you can see the columns become Green, Red and Teal.

Column with Green highlighted cells shows that the HR Criteria matches each other more than 50% like I configure before.
Column with Red highlighted cells shows that the HR Criteria matches each other less than 50%.
Column with Teal highlighted cells shows that the HR Criteria that matches each other is equal to 50%.

See, instead of manually verifying by navigating to each record, ConfigBot’s Group & Roles Access Analysis module automate the entire process, providing comprehensive structured sheet where we can verify bulk of records in a single execution.

Thank you!

Updated on: 09/04/2026

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