Khoros-Looup

A ServiceNow application for looking up user information from the Khoros API.

Table of Contents

1. Initial Setup and Access
2. Viewing Existing Data
3. Loading New Records for Lookup
4. Running API Lookups
5. Exporting Data

Initial Setup and Access

1. Log into your ServiceNow instance
2. Navigate to the Khoros data table:
   • Check your favorites dropdown first - the table may already be saved there

• If not in favorites, search for "Khoros data" in the application navigator

Viewing Existing Data

The Khoros data table contains all user records. Key fields include:

• Looked up: true indicates the API has already checked this record
• Email: The user's email address
• First name: Retrieved from Khoros API
• Last name: Retrieved from Khoros API
• Login: Khoros login username
• ID: Khoros user ID
• SSO ID: Single sign-on ID
• View href: Direct link to user's Khoros profile

Loading New Records for Lookup

To add new email addresses for API lookup:

1. Prepare CSV File

• Create a CSV file (or use the one provided by Earl)
• First row should contain just: email (no quotations)
• Add all email addresses in column A, one per row

Example CSV format:

email
[email protected]
[email protected]
[email protected]

2. Import Data

1. Navigate to System Import Sets > Load Data
   • If you don't see this option, ask Earl to grant you access

2. Fill out the Load Data form:
   • Import set table: Existing table
   • Table: u_khoros_data_import [x_snc_khoros_looku_u_khoros_data_import]
   • Source of the import: File
   • File: Upload your CSV file
   • Sheet number: Leave as 1
   • Header row: Leave as 1

3. Click Submit

3. Transform Data

1. Wait for the ImportProcessor to complete
2. Click Run Transform

3. The system should auto-select "Khoros emails - x_snc_khoros_looku_khoros_data" under "Selected maps, run in order"
4. Click Transform

4. Verify Import

• Return to the Khoros data table
• Sort by the "Created" column to see new records

• Note: If records appear missing, they may already exist in the table

Running API Lookups

Start the Lookup Process

1. Click the "Begin lookups" button (top right of the table view)

2. The application will attempt to find ALL people with "Looked up = false" in the Khoros API

How the Lookup Works

• The system tries to find each user in the Khoros API
• If a user isn't found initially, it tries once more (handles API timing issues)
• After two attempts OR when a user is found, "Looked up" changes to true
• The lookup process is asynchronous - your page won't auto-update

Viewing Results

• Right-click the table header and select Refresh to see updated data

• Successfully found users will have their information populated:
  • First name
  • Last name
  • Login
  • ID
  • SSO ID
  • Profile URL (view href)

Re-running Lookups

To lookup a user again:

1. Change their "Looked up" field back to false

2. Click "Begin lookups" button again

Exporting Data

To export table data:

1. Right-click the table header
2. Select Export
3. Choose Excel format

The exported file will contain all visible records and their current data.