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Audit active ServiceNow delegations
Report

Find forgotten ServiceNow delegations before approvals stall

For ServiceNow administrators who want every active delegation checked for leavers, missing end dates and loops, by asking their AI assistant.

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Audit active ServiceNow delegations
Audit the ServiceNow delegations active today and flag anything longer than 30 days.
14 delegations are in effect today, and 5 need attention. - Inactive delegate: approvals for Sam Patel go to Alex Kim, who has left - No end date: 2 delegations never expire - Too long: Jordan Lee to Dana Whitfield has run 74 days - Loop: Priya Shah and Chris Moore delegate to each other Want the full table with recommended fixes?
ServiceNow
Sample figures. Your results come from your own account.
servicenow-get-delegate
servicenow-get-user

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

ServiceNow

ServiceNow
Run it on your own ServiceNow data.

Connect ServiceNow, pick your AI tool and paste the prompt.

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The problem

Holiday delegations that never end

Delegations in ServiceNow are set up for a holiday and forgotten. Months later approvals still go to someone who has left, a delegation has no end date or two people delegate to each other, and nobody notices until an approval goes unanswered.

Without PopdockAI

  • Export the delegation table
  • Check each user and delegate is still active
  • Spot missing end dates and long delegations by eye
  • Miss two people delegating to each other

With PopdockAI

  • Every delegation in effect on the date is read
  • Inactive users and delegates are flagged
  • Missing end dates, overlong delegations and loops are found
  • Read only, with fixes for an administrator to make

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** List the delegations in effect on `{as-of-date}` (default today) and flag risky ones, including any longer than `{max-days}` days (default 30).

**Step 1: Pull the delegations**

Call `servicenow-get-delegate` with starts.to `{as-of-date}` and ends.from `{as-of-date}`. Then call it again with only starts.to `{as-of-date}` to catch delegations with no end date.

**Step 2: Check the people**

For every distinct user and delegate call `servicenow-get-user` with name set to them and note active.

**Step 3: Apply the rules**

Flag a delegation when:

* the delegate is inactive (approvals are going to nobody)
* the delegating user is inactive (the delegation should have been removed with the account)
* it has no end date
* it runs longer than `{max-days}` days
* it delegates approvals, and the delegate is also a delegator back to the same user (a loop)

**Step 4: Report**

A table: user, delegate, starts, ends, approvals, assignments, notifications, length in days, flags. Then a count per flag.

**Rules & Guidelines:**

* Read-only. Do not call `servicenow-add-delegate`, `servicenow-update-delegate`, `servicenow-update-user` or any other add- or update- tool.
* This tool set cannot identify a delegation record for editing, so recommend fixes for a ServiceNow administrator rather than proposing writes.

**Validation:**

* If no delegations are in effect, say so and stop.

Who it's for

One answer, three teams that use it

ServiceNow administrators

Clean up forgotten delegations

Get a flagged list of delegations to end or fix, with a count per issue.

Audit active ServiceNow delegations and flag any with no end date.

IT governance

Keep approval routing trustworthy

Make sure approvals are not routed to inactive people or caught in delegation loops.

Are any ServiceNow approvals delegated to inactive users or in a loop between two people?

IT service managers

Prevent stalled approvals

Find long running delegations before a missed decision holds up a change.

Which ServiceNow delegations active on December 1 run longer than 21 days?

How it works

What PopdockAI does when you ask

You optionally give a date and a maximum length, and your AI assistant audits every active delegation. It recommends fixes and changes nothing.

01

Ask

You optionally give a date and the longest delegation you accept.

Your AI tool

02

Read

It reads every delegation in effect, including those with no end date.

servicenow-get-delegate

03

Check

It confirms each user and delegate is still active and applies the rules.

servicenow-get-user

04

Report

You get a table with length in days, flags and a count per flag.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for ServiceNow and one secure connection to your AI tool. No code, no exports.

get-data

servicenow-get-delegate

Returns user delegations (who delegates to whom, for what, and when) from ServiceNow. Filter by user, delegate, start date and end date.
get-data

servicenow-get-user

Returns ServiceNow user records (user ID, name, email, title, department, manager and location). Filter by user ID, name, email, title, department, location and whether the user is active.
Read only.Nothing in ServiceNow Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Approvals stop going to people who have left

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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