Table Contextual Security is the ServiceNow-recommended pattern for this exact scenario. It allows a single table to have multiple security contexts (e.g., ‘hr_context’ and ‘finance_context’), each with its own set of ACLs. This provides a clean, maintainable, and performant way to enforce row and field-level separation on the same data set, without the overhead of managing numerous individual field ACLs or the complexity of separate tables.

ServiceNow’s Alternative Key feature is designed for this purpose. It allows an external system’s key (the 25-character ID) to be stored in a dedicated unique field and used for record identification in integrations (e.g., in SOAP or REST messages). This preserves the external key without interfering with ServiceNow’s internal sys_id or the user-friendly ‘number’ field, maintaining a clean data model and integration pattern.

Approval Rules are the declarative, best-practice method for defining approval logic based on conditions. Creating two rules is the cleanest approach: Rule 1 (Standard Users): Conditions = User role NOT IN ‘vp’ AND cost > 1000, Action = Request approval from user’s manager. Rule 2 (VP Bypass): Conditions = User role IN ‘vp’, Action = Auto-approve. This separates concerns, is easy to read and modify, and leverages the native approval engine. Scripted workflows or UI Policies are less maintainable for core approval logic.

The first critical step in performance tuning is diagnosis. You must examine the actual SQL query generated by the GlideRecord. Checking sys_journal_field (for recent queries) or using a DB tool reveals if the query is using indexes effectively, doing full table scans, or has inefficient conditions. Solutions like GlideAggregate or archiving might help, but they are guesses without data. Optimizing the query or adding a missing index based on the SQL analysis is the targeted fix.

ServiceNow’s Domain Support (often called Multi-Domain) is the enterprise-grade feature designed for strict data isolation between different business units, subsidiaries, or, in this case, external partners. It creates true data silos at the database level within a single instance. Records are assigned to a domain, and users can only see records in domains they are authorized for. This is far more secure, scalable, and maintainable than managing complex ACLs or separate applications.

Application Studio is designed for a scoped, modular development lifecycle. The correct sequence starts by creating the Application itself. This establishes the development scope. All subsequent artifacts (the custom table, its fields, UI policies, menus, related lists, etc.) are then created within the context of that application. This ensures they are automatically associated with the app, maintain proper metadata dependencies, and are ready for packaging and distribution as a single unit.

For high-volume, low-latency, push-based integrations, an outbound call from the external system into ServiceNow is optimal. A Scripted REST API in ServiceNow provides a secure, scalable, and performant endpoint. The external tool pushes data as events occur (every 30s), avoiding the latency of polling. This pattern is more real-time and efficient than scheduled polling (option A) and is more direct and typically lower-latency than Integration Hub spokes for high-frequency data.

ServiceNow’s Common Service Data Model (CSDM) and ITIL best practices define standard relationships. The Problem table has a built-in field called ‘Caused by Change’ (u_caused_by_change). This is the platform-intended way to link a Problem to the Change that caused it. Using this standard field ensures compatibility with out-of-the-box reports, dashboards, and future platform upgrades, and it provides a clear, semantically correct relationship without creating custom fields or unnecessary m2m tables.

The recommended strategy is refactoring. Simply removing or patching deprecated code is risky. Moving the complex logic to a server-side Script Include promotes code reusability, testability, and maintainability. The new Business Rule (or a Flow Designer flow, which is the modern, declarative alternative) becomes a simple trigger that calls the function in the Script Include. This approach resolves the upgrade blocker, modernizes the implementation, and aligns with platform best practices for separation of concerns.

Table Contextual Security is the ServiceNow-recommended pattern for this exact scenario. It allows a single table to have multiple security contexts (e.g., ‘hr_context’ and ‘finance_context’), each with its own set of ACLs. This provides a clean, maintainable, and performant way to enforce row and field-level separation on the same data set, without the overhead of managing numerous individual field ACLs or the complexity of separate tables.0