ServiceNow provides a powerful workflow automation engine to streamline business processes. One of the lesser-known yet useful features is the Workflow Scratchpad. This feature allows temporary data storage during a workflow execution, making it easier to pass information between workflow activities without modifying database records.
In this guide, we will explore how to use Workflow Scratchpad in ServiceNow, its benefits, and best practices for implementation.
What is Workflow Scratchpad?
The Workflow Scratchpad is a temporary data store available within a workflow instance. It enables users to pass variables and values between workflow activities. Unlike standard workflow variables, Scratchpad values are not stored in the database, which makes them ideal for temporary calculations and conditional logic.
Benefits of Using Workflow Scratchpad
Using the Workflow Scratchpad in ServiceNow provides several advantages, including:
- Temporary Data Storage – Avoids unnecessary database writes.
- Better Workflow Logic – Helps store intermediate values for decision-making.
- Simplifies Scripting – Reduces the need for global or script-based variables.
- Improves Performance – Minimizes unnecessary database queries and updates.
How to Use Workflow Scratchpad in ServiceNow
Step 1: Accessing Workflow Scratchpad
- Open ServiceNow Studio and navigate to the Workflow Editor.
- Select or create a workflow.
- Open the Script field in any workflow activity where you want to use the Scratchpad.
Step 2: Storing Data in Workflow Scratchpad
To store values, use the workflow.scratchpad object in a Script Activity or Run Script section.
Example:
workflow.scratchpad.approvalStatus = 'Pending';
workflow.scratchpad.userEmail = current.requested_for.email;
Step 3: Retrieving Data from Workflow Scratchpad
Values stored in the Workflow Scratchpad can be accessed in subsequent workflow activities.
Example:
gs.log('Approval Status: ' + workflow.scratchpad.approvalStatus);
gs.log('User Email: ' + workflow.scratchpad.userEmail);
Step 4: Using Scratchpad in Conditions
You can use Scratchpad variables in conditional activities.
Example Condition:
if (workflow.scratchpad.approvalStatus == 'Approved') {
gs.log('Request is approved.');
} else {
gs.log('Request is still pending.');
}
Step 5: Clearing Scratchpad Values
Since Scratchpad values exist only for the duration of the workflow instance, they are automatically removed after execution. However, you can manually clear them if needed:
delete workflow.scratchpad.approvalStatus;
delete workflow.scratchpad.userEmail;
Best Practices for Using Workflow Scratchpad
- Use Descriptive Keys – Keep variable names meaningful to improve code readability.
- Limit Data Storage – Avoid storing large objects or unnecessary information.
- Use for Temporary Logic – Do not rely on Scratchpad for long-term data persistence.
- Clear Unused Values – Free up memory by deleting variables when they are no longer needed.
- Debug Using Logs – Use
gs.log()to track Scratchpad values during workflow execution.
Common Use Cases of Workflow Scratchpad
1. Passing Approval Status Between Activities
When managing approval workflows, you can store and update approval status in the Scratchpad.
Example:
workflow.scratchpad.approvalStatus = 'Approved';
2. Storing Temporary Calculation Results
If a workflow requires intermediate calculations, Scratchpad can hold values before final processing.
Example:
workflow.scratchpad.totalCost = parseFloat(current.cost) * 1.1; // Adding 10% tax
3. Conditional Notifications
You can use Scratchpad values to determine if notifications should be sent.
Example:
if (workflow.scratchpad.sendEmail == true) {
gs.log('Sending email notification.');
}
Troubleshooting Workflow Scratchpad Issues
Issue 1: Scratchpad Value Not Persisting
Solution: Ensure the value is set in an earlier workflow activity before being accessed.
Issue 2: Undefined Scratchpad Variable
Solution: Check for typos in variable names and confirm they are initialized before use.
Issue 3: Unexpected Behavior in Conditions
Solution: Use gs.log() to debug values stored in the Scratchpad.
The Workflow Scratchpad in ServiceNow is a powerful tool for managing temporary data within workflows. By following best practices and using it effectively, you can improve workflow efficiency, reduce database operations, and enhance overall automation logic.
By implementing Workflow Scratchpad, ServiceNow administrators and developers can build more flexible and optimized workflows, leading to better performance and smoother business processes.