Automating and Scheduling Data Imports

You have learned how to import external data manually using import sets, transform maps, and the Load Data capability. In most organizations, though, data does not have to be imported once; instead, it must be updated and imported continuously and automatically. That is where Scheduled Imports in ServiceNow come into play.

Scheduled imports help you plan the import process at specified intervals, such as hourly, daily, or weekly. It keeps your ServiceNow tables always synced with external systems, so you don’t have to upload them manually.

Schedule Import Sets

A Scheduled Import in ServiceNow pulls data from an external source at a set interval. A Scheduled Import is an inclusive, repeatable operation that runs on a schedule using a Data Source, an Import Set, and a Transform Map.

In easy language, a scheduled import instructs ServiceNow, “At these times, go to this source, pull the data into an import set, and transform it into the target table.

This operation eliminates repetitive manual tasks and keeps data synchronised across systems (such as employee information, assets, or configuration items).

Why Scheduled Imports?

There are several benefits to scheduling a data import in ServiceNow. Here are a few of them.

1. Automation: There is no need to upload data manually
2. Consistency: The information is updated and consistent with the external data
3. Accuracy: There is less risk of human error with repeated imports
4. Scalability: High volumes of data may be managed without administration at regular intervals
5. Auditability: All scheduled runs will be logged, providing visibility and traceability

For companies that are integrating ServiceNow with HR, IT, or ERP systems, scheduled imports are the baseline of data management and synchronization.

How Scheduled Imports Work?

The scheduled import set in ServiceNow executes several automated processes, similar to a manual import, but it is done on a schedule that has been predetermined:

1. Data Source: Specifies where ServiceNow will retrieve data, such as a CSV file, JDBC connection, or SFTP server.
2. Import Set Table: Is a temporary storage table for the incoming data until it is transformed.
3. Transform Map: Is a map that is used to map the data and process it into the target ServiceNow table.
4. Schedule Job: Is an automation that runs the import process on a recurring timeframe.

Each scheduled import runs under the scheduled job record, which will define the timing, frequency, and connection to the data source.

How to Create a Scheduled Import in ServiceNow?

Here’s how you can create a scheduled import in ServiceNow step by step:

1. Navigate to System Import Sets → Administration → Scheduled Imports.
2. Click New to create a new scheduled import record.
3. Fill in the key fields:

• Name: A clear name for the import (e.g., Weekly HR Data Sync).
• Active: Check this to enable the schedule.
• Run As: Choose a user account that has permission to execute the import.
• Data Source: Select the data source you created earlier (CSV, JDBC, etc.).
• Run: Define the frequency: daily, weekly, or monthly.

4. Click Submit to save the record.

Once configured, the system will automatically perform the import and transformation at the specified intervals. You can monitor progress from the Import Set Runs or System Logs modules.

Real World Admin Tip: Large organizations generally schedule imports

• Nightly HR Sync
• Daily CMDB Discovery
• Hourly Asset Updates
• Weekly Vendor Imports

Conclusion

ServiceNow data sets are known to build a bridge between external data sources and ServiceNow internal tables. Learning the import process is important as it allows you to add clean, consistent, and quality data to the tables. 

Moving forward, the import process is made easier using the transform maps. These help in the journey of data, starting from the external source to where the data will be stored, along with the ways to align data amongst individual fields.

The automating and scheduling of data imports has made the overall process faster and more efficient for the ServiceNow users. Moving forward to the next chapter, we will be covering Assignment rules.