ServiceNow Connector for MS Access Allows the reading and writing of incidents, attachments, and more in ServiceNow without coding! The ZappySys ServiceNow API Connector provides easy-to-use, high-performance API access. In this article you will learn how to quickly and efficiently integrate ServiceNow data in MS Access without coding. We will use high-performance ServiceNow Connector to easily connect to ServiceNow and then access the data inside MS Access. Let's follow the steps below to see how we can accomplish that! Download Documentation ServiceNow Connector for MS Access is based on ZappySys API Driver which is part of ODBC PowerPack. It is a collection of high-performance ODBC drivers that enable you to integrate data in SQL Server, SSIS, a programming language, or any other ODBC-compatible application. ODBC PowerPack supports various file formats, sources and destinations, including REST/SOAP API, SFTP/FTP, storage services, and plain files, to mention a few.

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Create ODBC Data Source (DSN) based on ZappySys API Driver

Step-by-step instructions

To get data from ServiceNow using MS Access we first need to create a DSN (Data Source) which will access data from ServiceNow. We will later be able to read data using MS Access. Perform these steps:

1. Download and install ODBC PowerPack.

2. Open ODBC Data Sources (x64):

   

3. Create a User data source (User DSN) based on ZappySys API Driver

   ZappySys API Driver

   
   • Create and use User DSN if the client application is run under a User Account. This is an ideal option in design-time, when developing a solution, e.g. in Visual Studio 2019. Use it for both type of applications - 64-bit and 32-bit.
   • Create and use System DSN if the client application is launched under a System Account, e.g. as a Windows Service. Usually, this is an ideal option to use in a production environment. Use ODBC Data Source Administrator (32-bit), instead of 64-bit version, if Windows Service is a 32-bit application.

4. When the Configuration window appears give your data source a name if you haven't done that already, then select "ServiceNow" from the list of Popular Connectors. If "ServiceNow" is not present in the list, then click "Search Online" and download it. Then set the path to the location where you downloaded it. Finally, click Continue >> to proceed with configuring the DSN:

   ServicenowDSN

   ServiceNow

   

5. Now it's time to configure the Connection Manager. Select Authentication Type, e.g. Token Authentication. Then select API Base URL (in most cases, the default one is the right one). More info is available in the Authentication section.

    Basic Auth [Http]

   Authenticate using ServiceNow instance username and password.

   Steps how to get and use ServiceNow credentials
   

   Locate your ServiceNow instance credentials and use them for HTTP authentication:

   1. Go to https://developer.servicenow.com/dev.do and log in.
   2. Click on your profile picture.

   3. When a menu appears, click on Manage instance password or a similar option:

      

   4. In a new window you will see your HTTP Basic Authentication credentials:

      

   5. Done! Use this username and password when configuring OAuth Authentication parameters.

   Fill in all required parameters and set optional parameters if needed:

   ServicenowDSN

   ServiceNow

   Basic Auth [Http]

   https://[$InstanceName$].service-now.com/api/now

   Required Parameters
   InstanceName	Fill-in the parameter...
   User name	Fill-in the parameter...
   Password	Fill-in the parameter...
   Optional Parameters
   ApiVersion	v2
   RetryMode	RetryWhenStatusCodeMatch
   RetryStatusCodeList	429
   RetryCountMax	5
   RetryMultiplyWaitTime	True

   

    OAuth [OAuth]

   Authenticate using ServiceNow instance username, password, OAuth Client ID, and Client Secret. [API reference]

   Steps how to get and use ServiceNow credentials
   

   Create OAuth application and use it for authentication:

   1. Login to your instance at https://your-instance-id.service-now.com.

   2. Start by clicking on menu item All, then search for oauth, and click Application Registry option:

      

   3. Then click button New:

      

   4. Continue by clicking Create an OAuth API endpoint for external clients option:

      

   5. Move on by naming your OAuth application and entering a Client Secret (or let it be generated automatically).

   6. Finally give it a final touch by increasing the Refresh Token Lifespan value to 315,360,000 (it should last for 10 years):

      

   7. Done! Now you can use Client ID and Client Secret when configuring OAuth Authentication parameters.

   Fill in all required parameters and set optional parameters if needed:

   ServicenowDSN

   ServiceNow

   OAuth [OAuth]

   https://[$InstanceName$].service-now.com/api/now

   Required Parameters
   InstanceName	Fill-in the parameter...
   User name	Fill-in the parameter...
   Password	Fill-in the parameter...
   Client ID	Fill-in the parameter...
   Client Secret	Fill-in the parameter...
   ApiVersion	Fill-in the parameter...
   Optional Parameters
   RetryMode	RetryWhenStatusCodeMatch
   RetryStatusCodeList	429|503
   RetryCountMax	5
   RetryMultiplyWaitTime	True

   

6. Once the data source connection has been configured, it's time to configure the SQL query. Select the Preview tab and then click Query Builder button to configure the SQL query:

   

   ZappySys API Driver - ServiceNow

   Allows the reading and writing of incidents, attachments, and more in ServiceNow without coding! The ZappySys ServiceNow API Connector provides easy-to-use, high-performance API access.

   ServicenowDSN

   

7. Start by selecting the Table or Endpoint you are interested in and then configure the parameters. This will generate a query that we will use in MS Access to retrieve data from ServiceNow. Hit OK button to use this query in the next step.

   SELECT * FROM incident 
   
   --Using Primary Key				
   --SELECT * FROM any_table_here WHERE sys_id='109562a3c611227500a7b7ff98cc0dc7' --Primary Key in WHERE clause
   
   --Using Filter Expression
   --SELECT * FROM incident WITH(Query='number=INC0000001') --Equal condition
   --SELECT * FROM incident WITH(Query='number!=INC0000001') --Not equal condition
   --SELECT * FROM incident WITH(Query='numberININC0000001,INC0000002,INC0000003') --IN condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^state=7') --AND condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^ORnumber=INC0000002') --OR condition
   --SELECT * FROM incident WITH(Query='numberLIKE0001') --LIKE condition
   --SELECT * FROM incident WITH(Query='numberSTARTSWITHINC00') --StartWith condition
   --SELECT * FROM incident WITH(Query='numberENDSWITH0001') --StartWith condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^state=7^NQORnumber=INC0000002') --AND / OR MIXED using NQ (NewQuery Operator)  -- (number=INC0000001 and state=7) OR (number=INC0000002)
   
   --more information about filter here https://docs.servicenow.com/bundle/utah-platform-user-interface/page/use/common-ui-elements/reference/r_OpAvailableFiltersQueries.html
   
   
   -- To read all available tables execute this query:
   -- SELECT * FROM Tables
   
   -- Other common tables:
   -----------------------
   -- SELECT * FROM sys_db_object
   -- SELECT * FROM sys_dictionary
   -- SELECT * FROM sys_user
   -- SELECT * FROM sys_user_has_role
   -- SELECT * FROM sys_user_grmember
   -- SELECT * FROM task
   -- SELECT * FROM task_sla
   -- SELECT * FROM incident
   -- SELECT * FROM incident_sla
   -- SELECT * FROM change_request
   -- SELECT * FROM cmdb_ci_computer
   -- SELECT * FROM cmdb_ci_outage
   -- SELECT * FROM cmdb_ci
   -- SELECT * FROM sn_customerservice_case
   -- SELECT * FROM kb_knowledge
   -- SELECT * FROM kb_use
   -- SELECT * FROM sc_req_item
   -- SELECT * FROM sc_request
   -- SELECT * FROM sc_task

   
   Some parameters configured in this window will be passed to the ServiceNow API, e.g. filtering parameters. It means that filtering will be done on the server side (instead of the client side), enabling you to get only the meaningful data much faster.

8. Now hit Preview Data button to preview the data using the generated SQL query. If you are satisfied with the result, use this query in MS Access:

   

   ZappySys API Driver - ServiceNow

   Allows the reading and writing of incidents, attachments, and more in ServiceNow without coding! The ZappySys ServiceNow API Connector provides easy-to-use, high-performance API access.

   ServicenowDSN

   SELECT * FROM incident 
   
   --Using Primary Key				
   --SELECT * FROM any_table_here WHERE sys_id='109562a3c611227500a7b7ff98cc0dc7' --Primary Key in WHERE clause
   
   --Using Filter Expression
   --SELECT * FROM incident WITH(Query='number=INC0000001') --Equal condition
   --SELECT * FROM incident WITH(Query='number!=INC0000001') --Not equal condition
   --SELECT * FROM incident WITH(Query='numberININC0000001,INC0000002,INC0000003') --IN condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^state=7') --AND condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^ORnumber=INC0000002') --OR condition
   --SELECT * FROM incident WITH(Query='numberLIKE0001') --LIKE condition
   --SELECT * FROM incident WITH(Query='numberSTARTSWITHINC00') --StartWith condition
   --SELECT * FROM incident WITH(Query='numberENDSWITH0001') --StartWith condition
   --SELECT * FROM incident WITH(Query='number=INC0000001^state=7^NQORnumber=INC0000002') --AND / OR MIXED using NQ (NewQuery Operator)  -- (number=INC0000001 and state=7) OR (number=INC0000002)
   
   --more information about filter here https://docs.servicenow.com/bundle/utah-platform-user-interface/page/use/common-ui-elements/reference/r_OpAvailableFiltersQueries.html
   
   
   -- To read all available tables execute this query:
   -- SELECT * FROM Tables
   
   -- Other common tables:
   -----------------------
   -- SELECT * FROM sys_db_object
   -- SELECT * FROM sys_dictionary
   -- SELECT * FROM sys_user
   -- SELECT * FROM sys_user_has_role
   -- SELECT * FROM sys_user_grmember
   -- SELECT * FROM task
   -- SELECT * FROM task_sla
   -- SELECT * FROM incident
   -- SELECT * FROM incident_sla
   -- SELECT * FROM change_request
   -- SELECT * FROM cmdb_ci_computer
   -- SELECT * FROM cmdb_ci_outage
   -- SELECT * FROM cmdb_ci
   -- SELECT * FROM sn_customerservice_case
   -- SELECT * FROM kb_knowledge
   -- SELECT * FROM kb_use
   -- SELECT * FROM sc_req_item
   -- SELECT * FROM sc_request
   -- SELECT * FROM sc_task

   
   You can also access data quickly from the tables dropdown by selecting <Select table>.
   A WHERE clause, LIMIT keyword will be performed on the client side, meaning that the whole result set will be retrieved from the ServiceNow API first, and only then the filtering will be applied to the data. If possible, it is recommended to use parameters in Query Builder to filter the data on the server side (in ServiceNow servers).

9. Click OK to finish creating the data source.

Video Tutorial

Read data in Microsoft Access from the ODBC data source

1. First of all, open MS Access and create a new MS Access database.

2. In the next step, start loading ODBC data source we created:

3. Then click next until data source selection window appears. Select the data source we created in one of the previous steps and hit OK:

   ServicenowDSN

   

4. Continue with tables and views selection. You can extract multiple tables or views:
   

5. Finally, wait while data is being loaded and once done you should see a similar view:

Using Linked Table for Live Data (Slow)

Linked tables in Microsoft Access are crucial for online databases because they enable real-time access to centralized data, support scalability, facilitate collaboration, enhance data security, ease maintenance tasks, and allow integration with external systems. They provide a flexible and efficient way to work with data stored in online databases, promoting cross-platform compatibility and reducing the need for data duplication.

1. Real-Time Data Access:
   Access can interact directly with live data in online databases, ensuring that users always work with the most up-to-date information.
2. Centralized Data Management:
   Online databases serve as a centralized repository, enabling efficient management of data from various locations.
3. Ease of Maintenance:
   Updates or modifications to the online database structure are automatically reflected in Access, streamlining maintenance tasks.
4. Adaptability to Changing Requirements:
   Linked tables provide flexibility, allowing easy adaptation to changing data storage needs or migration to different online database systems.

Let's create the linked table.

1. Launch Microsoft Access and open the database where you want to create the linked table.

2. Go to the "External Data" tab on the Ribbon. >> "New Data Source" >> "From Other Sources" >> "ODBC Database"

3. Select the option "Link to Data Source by creating a linked table:

4. Continue by clicking 'Next' until the Data Source Selection window appears. Navigate to the Machine Data Source tab and select the desired data source established in one of the earlier steps. Click 'OK' to confirm your selection.

   ServicenowDSN

   

5. Proceed to the selection of Tables and Views. You have the option to extract multiple tables or views:
   

6. When prompted to select Unique Key column DO NOT select any column(s) and just click OK:

7. Finally, Simply double-click the newly created Linked Table to load the data:

Guide to Effectively Addressing Known Issues

Discover effective strategies to address known issues efficiently in this guide. Get solutions and practical tips to streamline troubleshooting and enhance system performance, ensuring a smoother user experience.

Fewer Rows Imported

The reason for this is that MS Access has a default query timeout of 60 seconds, which means it stops fetching data if the query takes longer than that. As a result, only a limited number of rows are fetched within this time frame.

To address this, we can adjust the Query Timeout by following the steps below.

The path may vary depending on the MS Access bitness, such as 32-bit versus 64-bit.

\HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4.0\Engines\ODBC

\HKEY_LOCAL_MACHINE\SOFTWARE\WOW6432Node\Microsoft\Jet\4.0\Engines\ODBC

\HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\ClickToRun\REGISTRY\MACHINE\Software\Microsoft\Office\16.0\Access Connectivity Engine\Engines\ODBC

We can identify this issue by examining the Fiddler Log, as MS Access doesn't display any error regarding partial import, which is quite unusual

Please refer to this link : How to use Fiddler to analyze HTTP web requests

#Deleted word appears for column value in MS Access for Linked Table mode

If you used Linked Table mode to get external data and it shows #deleted word rather than actual value for column after you open then most likely its following issue.

Make sure to re-create Linked Table and DO NOT select any key column when prompted (Just click OK)
How to Fix

Table Selection UI Opening Delays

The Table selection UI takes a significant amount of time to open after clicking the 'New Data Source' -> 'Other Data Sources' -> 'ODBC'

The reason for this issue is that MS Access sends a dummy query, leading to several unnecessary pagination cycles before an error is thrown. To mitigate this, we can prevent wasted cycles by configuring the 'Throw error if no match' setting on the Filter Options Tab.

Enhancing Performance through Metadata Addition (Reduces Query Time)

We can optimize query performance by creating Virtual Tables (i.e. views with custom SQL) on Datasource and incorporating META=static columns. Learn how to capture static metadata in this guide.
Performance Options - Generate Metadata Manually

Execute the query initially, save the metadata by selecting 'Save to Meta' (choose Compact Format), and then click 'Save to Clipboard.' Utilize the resulting list by pasting it into the META attribute as follows: 'META=paste here.'

SELECT * FROM products
    WITH(
        META='id:String(20); title:String(100);  description:String(500);'
    )

Optimize Workflow with Automated Import

Employ Automated Import when Linked Tables are not feasible, and we need to depend on Imported Tables with static data.

While using Linked Tables sometime it encounter errors, and we are left with no alternative but to utilize Imported Tables, Automatic Refresh becomes crucial in such scenarios.

Here's a guide on automating refreshes. We can set up automatic refresh on different events, such as when the database opens, a form is opened, or a button is clicked.

To initiate the import process, follow these steps:

• Perform the data import using the standard manual steps.
• In the final step, we'll encounter a checkbox labeled 'Save Import Steps.' Ensure to check this option.
• After saving the steps, we can locate their name in the Save Imports UI. Identify the name associated with the saved steps.
• "Now, we can execute the code as shown below:"

Private Sub cmdYes_Click()
    Label0.Visible = True
    DoCmd.RunSavedImportExport "Import-DATA.products"
    Label0.Visible = False
End Sub

Actions supported by ServiceNow Connector

Learn how to perform common ServiceNow actions directly in MS Access with these how-to guides:

• Delete a Table Row
• Delete table row
• Get List of System Tables - Admin (Use sys_db_object)
• Get List of Tables
• Get List of Tables - Admin (Use sys_db_object)
• Get List of User Tables - Admin (Use sys_db_object)
• Get Table Columns
• Get Table Columns - Admin (Use sys_dictionary)
• Get Table Rows
• Update a Table Row
• Generic Request
• Generic Request (Bulk Write)

Conclusion

In this article we showed you how to connect to ServiceNow in MS Access and integrate data without any coding, saving you time and effort. It's worth noting that ZappySys API Driver allows you to connect not only to ServiceNow, but to any Java application that supports JDBC (just use a different JDBC driver and configure it appropriately).

We encourage you to download ServiceNow Connector for MS Access and see how easy it is to use it for yourself or your team.

If you have any questions, feel free to contact ZappySys support team. You can also open a live chat immediately by clicking on the chat icon below.

Download ServiceNow Connector for MS Access Documentation

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