Connectors

/

ServiceNow

/

Offboard a ServiceNow user
Write

Offboard ServiceNow users without orphaning their work

For IT and service desk managers who want everything a leaver still holds in ServiceNow listed before the account is deactivated, by asking their AI assistant.

Try PopdockAI free
Get a live demo
Offboard a ServiceNow user
Alex Kim is leaving on Friday. Offboard them in ServiceNow.
Alex Kim still holds work that would be orphaned. - Open work: 6 incidents, 2 change tasks, 1 problem - Approvals: 3 pending, suggested new owner Dana Whitfield, their manager - Access: 4 groups, 1 direct role, 1 delegation to Jordan Lee - Assets: laptop P1000482 Deactivate the account now, or after the handover?
ServiceNow
Sample figures. Your results come from your own account.
servicenow-get-user
servicenow-get-incident
servicenow-get-problem
servicenow-get-change-request
servicenow-get-problem-task
servicenow-get-change-task
servicenow-get-knowledge-feedback-task
servicenow-get-approval
servicenow-get-delegate
servicenow-get-group-member
servicenow-get-user-role
servicenow-get-asset
servicenow-update-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.

Try PopdockAI free

The problem

Leavers whose work quietly stops moving

When someone leaves, deactivating their ServiceNow account is the easy part. The open incidents, approvals, delegations, groups, roles and assets they still hold cause the trouble, because once the account is inactive that work stops moving.

Without PopdockAI

  • Deactivate the account first
  • Discover open tickets and approvals later
  • Hunt for delegations, groups and roles by hand
  • Lose track of their assets

With PopdockAI

  • Every open record, approval, delegation, group, role and asset is listed
  • Work that would be orphaned goes first, with the manager suggested
  • You choose to deactivate now or after handover
  • The account is deactivated and locked only on your yes, then re-read

The prompt

Use this prompt

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

Prompt
**Objective:** Offboard `{user-name}`: show everything they still hold, then deactivate and lock the account.

**Step 1: Identify the user**

Call `servicenow-get-user` with name `{user-name}`. It must be exactly one record. Keep sys-id, user-id, manager and active. If already inactive, say so and continue with the checks only.

**Step 2: Inventory what they hold**

* Open incidents: `servicenow-get-incident` with assigned-to `{user-name}`, states New, In Progress and On Hold.
* Open problems and changes: `servicenow-get-problem` and `servicenow-get-change-request` with assigned-to `{user-name}`, open states.
* Open tasks: `servicenow-get-problem-task`, `servicenow-get-change-task` and `servicenow-get-knowledge-feedback-task` with assigned-to `{user-name}`.
* Pending approvals: `servicenow-get-approval` with approver `{user-name}` and state Requested.
* Delegations: `servicenow-get-delegate` with user `{user-name}`, and again with delegate `{user-name}`.
* Groups: `servicenow-get-group-member` with user `{user-name}`.
* Roles: `servicenow-get-user-role` with user `{user-name}` and inherited false (direct grants only).
* Assets: `servicenow-get-asset` with assigned-to `{user-name}`.

**Step 3: Report the handover list**

One section per item type with counts and record numbers. Anything that will be orphaned by deactivation (open work, pending approvals, delegations pointing at this user) goes at the top, with the manager as the suggested new owner.

**Step 4: Confirm**

Ask whether to deactivate now or after the handover. Deactivation is only done after an explicit yes.

**Step 5: Write once**

Call `servicenow-update-user` once with the sys-id, active false and locked-out true.

**Step 6: Verify**

Re-read with `servicenow-get-user` and confirm active is false. Remind the user that group memberships, direct roles and delegations remain and must be removed in ServiceNow, since this tool set cannot delete them, and that assets can be moved with reassign-asset.

**Rules & Guidelines:**

* The only write tool this prompt may call is `servicenow-update-user`, once, after confirmation. Do not reassign incidents, decide approvals or move assets here.

**Validation:**

* If several users share the name, list them with user-id and email and stop.

Who it's for

One answer, three teams that use it

ServiceNow administrators

Offboard cleanly every time

Get the full handover list before deactivating, with what to remove by hand afterwards.

Offboard Lee Chen in ServiceNow, last day is Thursday.

IT managers

Hand over a leaver's work

See every open ticket and approval a team member holds so it can be reassigned first.

What does Sam Patel still own in ServiceNow before they leave? Do not deactivate yet.

IT asset managers

Recover equipment from leavers

See the assets still assigned to someone leaving before their account closes.

List the assets and open work held by Priya Shah in ServiceNow, then deactivate after handover.

How it works

What PopdockAI does when you ask

You name the person leaving, and your AI assistant builds a complete handover list. The account is deactivated and locked only when you say so.

01

Ask

You name the user leaving.

Your AI tool

02

Inventory

It lists open records, pending approvals, delegations, groups, roles and assets.

servicenow-get-user
servicenow-get-incident
servicenow-get-problem
servicenow-get-change-request
servicenow-get-problem-task
servicenow-get-change-task
servicenow-get-knowledge-feedback-task
servicenow-get-approval
servicenow-get-delegate
servicenow-get-group-member
servicenow-get-user-role
servicenow-get-asset

03

Confirm

You see the handover list and choose to deactivate now or after handover.

No items found.

04

Deactivate

It deactivates and locks the account, re-reads it and lists what to remove by hand.

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-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.
get-data

servicenow-get-incident

Returns incident records (number, state, priority, caller, assignment and dates) from ServiceNow. Filter by number, state, priority, caller, assignment group, assignee, short description text and opened date range.
get-data

servicenow-get-problem

Returns problem records (number, state, priority, known error, related incidents and dates) from ServiceNow. Filter by number, state, priority, known error, assignment group, assignee, short description text and opened date range.
get-data

servicenow-get-change-request

Returns change request records (type, state, risk, approval and planned window) from ServiceNow. Filter by number, type, state, risk, assignment group, assignee, short description text and planned start date range.
get-data

servicenow-get-problem-task

Returns problem task records, with the problem each belongs to, from ServiceNow. Filter by number, problem, type, state, assignment group, assignee, short description text and opened date range.
get-data

servicenow-get-change-task

Returns change task records, with the change request each belongs to, from ServiceNow. Filter by number, change request, type, state, assignment group, assignee, short description text and planned start date range.
get-data

servicenow-get-knowledge-feedback-task

Returns knowledge feedback tasks raised against articles, with their state and resolution, from ServiceNow. Filter by number, task type, state, resolution code, assignment group, assignee and opened date range.
get-data

servicenow-get-approval

Returns approval records (what is being approved, the approver and the approval state) from ServiceNow. Filter by approver, state, source table, the record being approved, and created date range.
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-group-member

Returns group memberships (which users belong to which groups) from ServiceNow. Filter by user or group.
get-data

servicenow-get-user-role

Returns the roles granted to each ServiceNow user, including inherited roles. Filter by user, role, state and whether the role is inherited.
get-data

servicenow-get-asset

Returns asset records (tag, model, serial number, state, assignee, cost and warranty) from ServiceNow. Filter by asset tag, serial number, display name, model category, state, location, assignee, cost range and warranty expiration.
run-action

servicenow-update-user

Updates an existing user record in ServiceNow (the sys_user table), identified by its sys_id. Only the fields you pass are changed.
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

No work or approval left stranded

Try PopdockAI free
Get a live demo

Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

‍

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

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

Try PopdockAI Free
See Documentation