Meeting Room Booking System

Design Document

TITLE: MEETING ROOM BOOKINGS ON SERVICE NOW

PURPOSE

The purpose of this document is to enable employees to successfully follow the process to book meeting rooms in
ServiceNow.
SCOPE

The scope of this document is limited to Kloudify instances. This document does not include guidance around other
systems that ServiceNow may integrate or interact with.

Private 1
 Meeting Room Booking System
Design Document

Contents
1 Introduction ...........................................................................................................................................................3
1.1 Document Objective ....................................................................................................................................3
1.2 Document Scope ..........................................................................................................................................3
1.3 Target Audience ...........................................................................................................................................3
2 Process Roles .........................................................................................................................................................3
3 ServiceNow System Overview ...............................................................................................................................3
3.1 Understanding the User Interface ...............................................................................................................3
3.1.1 Banner Frame ..........................................................................................................................................4
3.1.2 Application Navigator ..............................................................................................................................5
3.1.3 Content frame..........................................................................................................................................6
3.2 Common Icons .............................................................................................................................................6
3.3 3.3 Title Bar ..................................................................................................................................................7
4 WORKFLOW .........................................................................................................................................................11
5 Process Work Instructions – ServiceNow ............................................................................................................11
5.1.1 My Bookings ..........................................................................................................................................14
5.1.2 Cancel Bookings .....................................................................................................................................15
5.1.3 Todays Status .........................................................................................................................................17
5.1.4 Months Status ........................................................................................................................................18
5.1.5 Cancellations ..........................................................................................................................................19
6 Tabled used in Meeting Room Application ..........................................................................................................20
6.1 Meeting Room Bookings ............................................................................................................................20
6.2 Meeting Room Details ................................................................................................................................21
7 Access Controls ....................................................................................................................................................22

Private 2
 Meeting Room Booking System
Design Document

1 Introduction
1.1 Document Objective

The purpose of this document is to describe the work instructions of Meeting Rooms in ServiceNow

The Meeting Room Booking application will be the primary interface for individuals involved in Booking
Meeting Rooms, Detailed records will be maintained about the bookings done in advance to overcome clashes of
bookings by Employees. This application will be used by Employees for Booking Meeting Rooms.

The application will be used to Manage Bookings of Meeting Rooms within the Organization. Meeting Room
Booking application will contain various modules for New Booking, Today’s Status, of Bookings, Month’s Status of
Bookings. The system shall provide Approval/Rejection ability to Administration.

Through the Meeting Room Booking application, users will be able to:
 Book Meeting Rooms available for the day
 Can book Meeting Rooms in advance
 Can view Meeting Rooms availability Status

1.2 Document Scope

This document describes the standard instructions for all the constructs of application in Meeting Room
Booking ServiceNow. The document covers at a high level generic concept in ServiceNow. This document is not a
complete guide for learning ServiceNow and should be used as a document for helping any user working on the
Meeting Room Booking application.

1.3 Target Audience

The target audience for this document includes:

 Permanent Employees of the firm

2 Process Roles

Process Role Responsibilities

meeting_room_admin User is allowed to create and delete records

3 Service Now System Overview

3.1 Understanding the User Interface

The primary user interface in ServiceNow is divided into three areas:

 Banner frame across the top provides global navigation controls.
 Application Navigator, or left navigation bar, provides links to all applications and modules.
 Content frame displays the information for each application and module.

Private 3
 Meeting Room Booking System
Design Document

Application Navigator Banner Frame

Content Frame

3.1.1 Banner Frame

The banner frame runs across the top of every page and can be customized only by an administrator. This figure
illustrates the banner frame.

Banner Frame

The banner frame contains a logo and the following information and controls:

Field Logo Description

Welcome message NA Shows the name of the currently logged in user
Logout NA Returns to the Welcome page for subsequent login
Displays the primary homepage when clicked. When you point to the
icon it displays a list of pages identified as homepages for different
Homepage
applications, if multiple homepages are assigned by the
administrator
Print Opens a printable version of the current content frame
Help Opens the ServiceNow Wiki in another window or tab
Global text search NA Searches for text in multiple applications
Header Expand/Collapse Alters the amount of space the banner frame occupies
Hide button Hides the navigation panel

Private 4
 Meeting Room Booking System
Design Document

3.1.2 Application Navigator

The Application Navigator, or left-navigation bar, provides links to all applications and the modules
(pages) they comprise. It appears at the left side of the screen and can be hidden by clicking the Hide button
beside the Welcome message in the banner frame. The Application Navigator header appears above the
application list. The application navigator is customized by the administrator based on the roles performed.

Header

Application
Label

Application

Module

Field Logo Description

Navigation Filter
Increase and Decrease
Font Size
Refresh Navigator
Collapse All and Expand
All Applications
Filters the applications and modules that appear in the navigator
NA
based on the filter text
Change the font size on all pages and menus
Refreshes the list of applications and modules. Administrators who
are customizing the navigator can test their work without
refreshing the entire browser session.
Collapse all applications so that only application labels appear, or
expand all applications so that all available modules appear

Private 5
 Meeting Room Booking System
Design Document

3.1.3 Content frame

The content frame displays the modules, or pages, to which a user navigates. Many types of content are displayed
in the content frame, some of them are:
Welcome page: appears when a user is not logged in. Administrators can customize the welcome page.

Homepage: provide easy access to commonly used functions or information. Users and
administrators can customize homepages.

3.2 Common Icons

Some of the common icons that appear in the system are:

Field Logo Description
Appears in lists and forms. Hover over the icon to display a pop-up
Reference icon box showing detailed information about the associated record.
Click the icon to open the associated record in form view
Appears in forms beside reference fields (fields that contain data
Reference Lookup icon from a different table). Click the reference lookup icon to display a
pop-up box listing records on the referenced table

Private 6
 Meeting Room Booking System
Design Document

3.3 Title Bar

The title bar displays the title of the form (table) and provides various controls

Field Logo Description

Attachments Allows you to view and add attachments to the record
Expand/Collapse Expands or collapses the current section or all sections of the form
Back button Navigates to the previously viewed page without saving change
Form Context Menu Located adjacent to the back button, it provides controls based on
Arrow the table and users access rights customized by the administrator

 Form Context Menu

The form context menu appears when you point on the arrow ( ) beside the back button or right-click
on the title bar. The menu is populated based on the table and access rights granted to the user. Administrators
can customize some of the options available on a context menu.

Private 7
 Meeting Room Booking System
Design Document

Field Description
Save Saves changes without leaving form view
Cancel Cancels the request without saving the form
Exports data to PDF while other formats like XML are available to
Export
administrators
Assign Label Labels provide quick access to frequently referenced or urgent information
Copies to the clipboard the URL for the form view of the record. Follow
Copy URL
browser instructions if browser security measures restrict this function
Reloads information from the database to refresh the form view. Entered
Reload Form
data, if any, would be lost

 Field Types in ServiceNow

A field represents an individual data item on a record. You can view and modify fields on a form. Fields
may be configured as:
Field Logo Description
Dates and
Capture date and time manually
Times
Permits text entry. When the record is saved,
journal field entries are listed under the input
Journal
field, marked with the user name and timestamp.
E.g.: comments
Reference Lets you select a record on another table

Lets you select one option from a list of options

Choice
through a dropdown

String Lets you enter a text or an integer value

Lets you select one or more option(s) from a list of
Check-box
options through a check/tick mark

Private 8
 Meeting Room Booking System
Design Document

 Field Status Indicator

A field status indicator is a colored bar that may appear to the left of form elements. Administrators can
customize the colors of field status indicators according to the requirements.

Field Status Indicator Field Type Description

Required field that is empty. You must
Mandatory enter a value to save the form. Default
color is red
Required field for which a value has
Populated
already been saved in the database.
Mandatory
Default color is light red
Contains data that has not been saved.
Modified
Default color is green
User cannot edit this field on the form.
Read-only
Default color is orange

 Dates & Times

The date and time field is used to capture the date and time in a single field.
1. In order to change the time and/or date, click on the calendar icon located on the Date-Time field

2. The calendar & time window would pop-out. Select the date and/or enter the time manually in
24hours format and then click on” Green” checkmark.

Private 9
 Meeting Room Booking System
Design Document

 Reference
1. In order to choose/select the target, click on the magnifying glass

2. A new window containing appropriate details of that table are displayed. The target item can be selected
either by manually browsing through the options or by searching using the dropdown.

3. Once the target item is selected, it gets populated in the appropriate field

Private 10
 Meeting Room Booking System
Design Document

4 WORKFLOW
The below workflow outlines a typical lifecycle of Booking a Meeting Room:

Booking
Confirmation mail
No is sent to user

Approved

Approval Manager
Begin Yes
Required Approval

Rejected

Rejection mail is
notified to the
End
user

 If the meeting room doesn’t require User’s manager approval, Booking confirmation mail is sent to the
user and the booking status is changed to Booked.
 If the meeting room requires User’s manager approval, the request is sent to the respective manager
and status is changed to Blocked, if approved Booking confirmation mail is sent to the user and the
booking status is changed to Booked.
 If manager rejects the approval, Rejection mail is sent to the user and the status is changed to
Cancelled.

5 Process Work Instructions – ServiceNow

This section details the work instructions on how to Book Meeting Rooms in ServiceNow.

Assumptions:

 Where applicable, the reader has been provided with an appropriate ServiceNow role in
alignment with his/her operational responsibilities, including those for Meeting Room
application
 The reader is familiar with contents that the user is required to have while Booking Meeting
Rooms

Private 11
 Meeting Room Booking System
Design Document

 Book a Meeting Room

 Role: End User

1. The Requestor expands the Meeting Rooms application in the navigation pane and
Click on New Booking to Book a Meeting Room module in ServiceNow as shown
below.

2. A new booking form opens in the content frame.

3. The submitter completes/verifies/modifies all/appropriate fields outlined as below and

clicks on “Submit”

Private 12
 Meeting Room Booking System
Design Document

Field Field Type Section Description

Booking Number String Main Form The system automatically assigns a unique
identifier to the request in the “Booking
Number” field. This number is to be kept
handy for all future reference with respect to
this field. This field is a read only field and
will not be editable for the requestor
Booked By Reference Main Form This is an auto-populated field that displays
the name of the user logged in by default.
The magnifying glass icon can used to
change the submitter details. and the
information icon when hovered, displays
further details of the submitter
Email Id String Main Form This is an auto-populated field that displays
the Email Id of the user logged in by default.
Phone no Integer Main Form This is an mandatory field that Phone no of
the user logged in is auto-populated in the
field
Manager Approval Choice List Main Form This is an Read-Only field, this field cannot
be modified by the user. The option in
Choice List are:
• Waiting for approval
• Approved
• Rejected
• Not Required
Status Choice List Main Form This is an Read-Only field, this field cannot
be modified by the user. Status is changed
according to availability of meeting room
 Booked
 Cancelled
 Blocked

Meeting Title String Main Form This is an mandatory field, Meeting title
should be mentioned by the user
Location Choice List Main Form This is an mandatory field, This field is used
to Select the location of meeting room to be
booked. The option in Choice List are:
 Maruthi Infotech
 Salarpuria Hallmark
 Signet Office
 Solitaire Office
Number of People to Integer Main Form This is an mandatory field,number of people
Accommodate to accommodate in meeting room should be
mentioned by user
Meeting Room Reference Main Form This is an mandatory field, this field is
referenced to list of meeting rooms which
contains Meeting Room Name, Capacity,
Location
From Date and Time Date/Time Main Form This is an mandatory field, user can choose
date and time from when the user wants to
use the meeting room from the chosen date
and time meeting room can be used
To Date and Time Date/Time Main Form This is an mandatory field, user can choose
date and time till when the user wants to use
the meeting room from the mentioned date
and time meeting room must be vacated

Private 13
 Meeting Room Booking System
Design Document

4. After verifying all the information in the form, the user submits the form by clicking the
“Submit” button.

5. After Submitting the form user will be navigated to meeting room bookings record directly.

6. After clicking on the booking number, status of the meeting room is auto populated along with
the approval status of the manager

7. Click on update to confirm Meeting Room Booking

5.1.1 My Bookings

Role: End User

1. User can view the list of bookings made by him/her by clicking on My Bookings under Meeting
Room Application

Private 14
 Meeting Room Booking System
Design Document

2. After clicking on My Bookings list of bookings made by the User logged in is viewed

5.1.2 Cancel Bookings

Role: End user

1. If User wants to cancel the meeting room booked,User should click on my bookings

2. After clicking on my bookings user is navigated to meeting room booking record

Private 15
 Meeting Room Booking System
Design Document

3. User clicks on the booking number allocated to user while booking a meeting room. User is navigated to
the Meeting Room booking form.

4. To cancel the booking user can click on” Cancel Booking Button”

5. To confirm the booking is cancelled user clicks on My Cancellations on Application Navigator under
Meeting Room Application

Private 16
 Meeting Room Booking System
Design Document

6. After clicking on My Cancellations user can view list of cancellations

5.1.3 Today’s Status

Role: End User

1. User can click on Today’s Status to view the status of meeting rooms booked for that particular
day.

Private 17
 Meeting Room Booking System
Design Document

2. After clicking on Today’s Status List of meeting rooms booked for that particular day is viewed
with all the details like Booking Number, Booked By, Meeting Room, date and time till the
meeting room is booked.

5.1.4 Months Status

Role: End User

1. User can click on Month’s Status to view the status of meeting rooms booked for whole
month.

2. After clicking on Month’s Status List of meeting rooms booked for the whole month is
viewed with all the details like Booking Number, Booked By, Meeting Room, date and time
till the meeting room is booked.

Private 18
 Meeting Room Booking System
Design Document

5.1.5 Cancellations

Role: End User

1. User can view all the cancellations made by users by clicking on Cancellations under Meeting
Room Application

2. After clicking on Cancellations List of meeting rooms Cancelled by the users are listed with all the
details like Booking Number, Booked By, Meeting Room, date and time till the meeting room is
booked.

Private 19
 Meeting Room Booking System
Design Document

6 Tabled used in Meeting Room Application

6.1 Meeting Room Bookings

Role: meeting_room_admin

1. By clicking on Meeting Room Bookings under Meeting Rooms Application User can view all the details of
Meeting Rooms booked in past and future,

2. After clicking on Meeting Room Bookings, all the details of meeting rooms booked in past and future
is listed with all the details like Booking Number, Booked By, Meeting Room, date and time till the
meeting room is booked.

Private 20
 Meeting Room Booking System
Design Document

6.2 Meeting Room Details

Role: meeting_room_admin
1. User can view all existing Meeting Rooms Details by clicking on Meeting Room Details
Meeting Rooms Application.

2. Meeting Room Details was imported to service now through an excel sheet

meeting rooms.xlsx

Form view of Meeting Room Details

Private 21
 Meeting Room Booking System
Design Document

3. After clicking on Meeting Rooms Details all the details of existing meeting rooms are listed with
all the details like Room Name, Capacity, and Location.

7 Access Controls
Name Operati Role Condition Purpose of
on Condition

u_meeting_room Create End User N N

_booking
u_meeting_room Delete meeting_room_admin N N
_booking
u_meeting_room Read End User N N
_booking
u_meeting_room Write End User u_booked_by=javascript:gs.getUse A user can edit
rID()^EQ
_booking his/her booking
u_meeting_room Create u_meeting_rooms_user N N
_details
u_meeting_room Delete u_meeting_rooms_user N N
_details
u_meeting_room Read End User N N
_details
u_meeting_room Write u_meeting_rooms_user N N
_details

 Create: User is allowed to create records

 Delete: Records can be deleted only if user has” meeting_room_admin role”
 Read: User can only view listed on screen cannot be modified
 Write: User can update and edit records as needed

Private 22
 Meeting Room Booking System
Design Document

Private 23