Create a user criteria record in Service Catalog

Create a user criteria record to define conditions that are evaluated against user records.

About this task

You can apply several user criteria records to a single catalog item or category. In this situation, users match only one of these criteria records to have access.


  1. Navigate to Service Catalog > Catalog Definition > User Criteria and create a record.
  2. Fill in the fields on the form, as appropriate.
    Table 1. Service Catalog User Criteria
    Field Description
    Name The name of the criteria record.
    Users The individual user records to match.
    Groups The group records to match.
    Roles The roles to match.
    Advanced A check box to display or hide the Script field.
    Script A script to define any additional criteria, and return true or false. This field is available only if Advanced is selected.
    Note: Because scripts are evaluated dynamically, including scripts in user criteria records can decrease performance.
    Check box For check boxes, describe the selected condition. For example: "Check box for enabling the feature" or "Select the check box to enable the feature." Describe the cleared condition only when it is not obvious.
    Active A check box to activate or deactivate this criteria record.
    Companies The companies to match.
    Locations The locations to match.
    Departments The departments to match.
    Match All A check box to determine whether all elements from each populated criteria field must match. If selected, only users who match all criteria are given access. If cleared, the user must meet one or more of the set criteria to be given access.

    By default, this check box is cleared so that any condition met provides a match.

    For example, consider a user criteria record for the following:
    • Locations A or B
    • Company C or D
    With Match All selected, only users meeting all these conditions are matched. For example, a user with a location A and a company C.
    With Match All cleared, users meeting any of these conditions are matched. For example, a user with a location B.
    Note: If you select Match All, ensure that you do not create contradictory conditions which can never be met. For example, if all users in location A work for company G, then the conditions in this example can never be met.

Implementing user criteria

When creating user criteria for your system, consider the following recommendations.

  • Design Criteria for Reuse:

    Ensure that you design user criteria for maximum reuse. Create user criteria records with common sets of conditions matching your organization requirements. Allow them to be shared across as many items and categories as possible, rather than creating multiple similar criteria records for individual items and categories.

  • Naming conventions: Give each user criteria record a meaningful name, to help you determine the function for that record. For example,
    • Users in company Cloud Dimensions AND in London
    • Users in company Cloud Dimensions OR in London
    • Users belonging to the Group Development, IT, or Sales
    • Users with role itil, asset_manager, or catalog_admin
  • Test user criteria on a non-production instance: Consider testing user criteria on a development or test instance, and then transferring the records from the user criteria tables and catalog records to your production instance using update sets.