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User Guide: Auto-Populate Security Object Person from User Record

User Guide: Auto-Populate Security Object Person from User Record

Release: 1.4.0

 

Overview 

The Auto-Populate Security Object Person enhancement eliminates manual data entry when creating Security Object Person records. When you select a user from the "User" reference field, the system instantly pulls all relevant information from the ServiceNow user record (sys_user) and fills in the person fields automatically - including contact details, location, and photo. 

 

What Changed 

Before: When creating a Security Object Person, every field had to be filled in manually - name, email, phone numbers, location, and photo. This was time-consuming and prone to errors. 

After: Select a user from the "User" field, and all fields populate instantly. Review and adjust if needed, then save. 

Fields auto-populated from sys_user: 

Field 

Populated From 

User ID 

ServiceNow username 

First Name 

First name 

Last Name 

Last name 

Name 

Full name (first + last) 

Email 

Email address 

Business Phone 

Office phone 

Mobile Phone 

Mobile phone 

Location 

Office location 

Photo 

Profile photo 

 

For SOC Administrators 

Creating a New Security Object Person 

Step 1: Open the Security Object Person form 

  1. Open Bearing Workspace 
  1. Navigate to Security Objects 
  1. Click New 
  1. Set Type to: Person 

Step 2: Select the User 

  1. Click on the User field 
  1. Type to search by name, email, or user ID 
  1. Select the user from the dropdown results 
  1. All fields populate instantly 

Step 3: Handle the Overwrite Warning (if applicable) 

If any fields already contain data, a warning dialog appears: 

⚠️ Warning: Existing Information Will Be Overwritten 

The following fields already contain data. Selecting a new user will replace this information. 

[Yes, Continue] [No, Cancel] 

Click Yes, Continue to proceed with the auto-population, or No, Cancel to keep the existing data. 

Step 4: Review and Adjust 

All fields remain fully editable after auto-population. You can override any field if needed (for example, if a contractor uses a different email address for security purposes). 

Step 5: Save 

Click Submit to save the record. 

 

Important Notes 

  • If the selected user has no profile photo in sys_user, the Photo field will not be populated 
  • All auto-populated fields can be manually edited at any time 
  • The "User" reference field links the Security Object Person to the sys_user record for traceability