sc_cat_item Table — ServiceNow Reference

Table Reference/sc_cat_item

The sc_cat_item table stores Service Catalog items that users can order. Owned by the Service Catalog module, this table extends sc_cat_item_producer and drives the entire catalog ordering process. The critical thing to know: catalog items are tightly coupled to variables and workflows, making joins to io_set_item and wf_workflow essential for most real-world scenarios.

What This Table Is

The sc_cat_item table stores Service Catalog items — the orderable products and services that appear in the Service Portal catalog. Each record represents something users can request: hardware, software, access requests, or services. This table drives the core catalog experience, from display logic to fulfillment routing.

Owned by the Service Catalog module, catalog items orchestrate the entire request-to-fulfillment process. When users submit requests, the platform creates sc_req_item records that reference back to the catalog item definition. The catalog item determines which variables to present, which workflow to trigger, and who can fulfill the request.

This table extends sc_cat_item_producer, which itself extends sc_cat_item_top. The inheritance chain provides workflow capabilities and base catalog functionality. No tables extend sc_cat_item directly — it's the concrete implementation for standard catalog items.

Large enterprises typically see 500-5,000 catalog items with moderate query volume. Performance is generally good, but joins to variable sets and workflow tables can be expensive at scale. The platform caches catalog display logic heavily, so direct database queries may not reflect what users see in the portal.

When You'll Script Against This Table

You'll script against sc_cat_item in Business Rules (especially before/after inserts for approval routing), Script Includes that build catalog displays, and Catalog Client Scripts that control variable visibility. Flow Designer actions commonly query this table to determine fulfillment routing based on catalog item properties.

Access requires the catalog_admin role for full CRUD operations. The catalog role provides read access for catalog display logic. Scoped applications can read catalog items but modification requires elevation or cross-scope privileges.

Common scripting patterns:

Query by category and active state to build dynamic catalog displays
Join to variable sets via io_set_item to determine required fields
Check workflow assignments to route requests to correct fulfillment teams
Update delivery time estimates based on current fulfillment capacity
Bulk update catalog item states during maintenance windows
Generate approval rules based on cost thresholds and item categories
Create usage reports by aggregating request counts per catalog item

Table Gotchas

⚠️

The active field controls catalog display, but inactive items can still process existing requests. Always check both active status and whether the item accepts new requests.

The workflow field can reference workflows OR flows — check the flow_designer_flow field for Flow Designer implementations

⚠️

Variable sets attach via multiple junction tables. Don't assume io_set_item is the only relationship — check sc_cat_item_producer_mtom_io_set_item for inherited variable sets.

Catalog item pricing comes from multiple sources: the price field, variable-based pricing, and dynamic pricing scripts
The category reference has complex ACLs — users see different catalog structures based on role and group membership

⚠️

Queries filtering by available_when (e.g., 'on_desktop', 'on_mobile') require exact string matches. These aren't choice fields — they're calculated display conditions.

Delivery time calculations respect business schedules, but the delivery_time field stores raw duration values, not computed dates

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This table extends sc_cat_item_producer, inheriting workflow and fulfillment capabilities. The parent chain (sc_cat_item_top → sc_cat_item_producer → sc_cat_item) provides the foundational catalog item structure, workflow integration, and producer-specific functionality.

The most critical relationships are with sc_req_item (the actual user requests), sc_category (catalog organization), and io_set_item (variable set associations). Developers frequently join to wf_workflow to understand fulfillment processes and sys_user_group for assignment routing.

When building catalog reports or approval workflows, you'll almost always query sc_cat_item alongside sc_request and sc_req_item to understand request patterns. The relationship with item_option_new becomes essential when processing variable values from submitted requests.

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Key Fields

Column	Type	Label	Notes
name	string	Name	Display name shown to users in the catalog. This is what appears in search results and catalog views, not the sys_name field.
active	boolean	Active	Controls catalog visibility but doesn't stop processing existing requests. Inactive items remain in dropdowns for historical request editing.
category	reference	Category	Reference to sc_category. Determines catalog navigation structure and inheritance of category-level properties like approvals and fulfillment groups.
workflow	reference	Workflow	Reference to wf_workflow for request fulfillment. Can be null if using Flow Designer (check flow_designer_flow field) or simple approval workflows.
flow_designer_flow	reference	Flow	Reference to sys_hub_flow for Flow Designer-based fulfillment. Takes precedence over the workflow field when both are populated.
price	decimal	Price	Base price in default currency. Final pricing may include variable-based additions and dynamic pricing scripts that execute at request time.
recurring_price	decimal	Recurring Price	Ongoing subscription cost for recurring services. Used with recurring_frequency to calculate total cost of ownership for financial reporting.
short_description	string	Short Description	Brief summary shown in catalog tiles and search results. Limited display space means this should be concise and descriptive.
description	html	Description	Full HTML description with formatting and images. Rendered in the catalog item detail view and can include dynamic content via catalog macros.
state	choice	State	Workflow state for catalog items that go through approval processes. Common values: 1=New, 3=Published, 7=Retired. Not the same as active status.
delivery_time	glide_duration	Delivery Time	Expected fulfillment duration respecting business schedules. Stored as duration value, not computed delivery date - calculations happen at request time.
availability	choice	Availability	Controls when item appears in catalog: on_desktop, on_mobile, both, or specific conditions. Affects Service Portal and platform UI display logic.
visible_bundle	boolean	Visible Bundle	Shows bundled items as expandable groups in the catalog. When false, only the parent bundle appears - child items are hidden from direct selection.
template	reference	Template	Reference to another sc_cat_item used as template for variable inheritance. Changes to template variables don't automatically update derived items.
vendor	reference	Vendor	Reference to core_company for the item supplier. Used in procurement workflows and vendor performance reporting, not just informational.
cost	decimal	Cost	Internal cost to organization, separate from user-facing price. Used for financial reporting and cost center allocations in request fulfillment.
picture	user_image	Picture	Display image for catalog tiles and item details. Platform automatically generates thumbnails but large images impact Service Portal performance.
preview	string	Preview	Link to external preview or demo URL. Opens in new window/tab when users click preview button in catalog interface.
model	reference	Model	Reference to cmdb_model for hardware items. Links catalog requests to CMDB for asset lifecycle management and configuration item creation.
group	reference	Fulfillment Group	Reference to sys_user_group for default assignment. Can be overridden by workflow logic but provides fallback routing for request fulfillment.

Common Queries

Get all active catalog items

// Basic query every developer starts with
// Returns items visible in catalog (but check availability rules)
var gr = new GlideRecord('sc_cat_item');
gr.addQuery('active', true);
gr.query();
while (gr.next()) {
    gs.print('Item: ' + gr.getValue('name'));
    gs.print('Category: ' + gr.getDisplayValue('category'));
    gs.print('Price: $' + gr.getValue('price'));
}

Find items by category and state with workflow info

// Real-world query for catalog management dashboards
// Joins to category and workflow for complete context
var gr = new GlideRecord('sc_cat_item');
gr.addQuery('active', true);
gr.addQuery('category.name', 'CONTAINS', 'Hardware');
gr.addQuery('state', '3'); // Published state
gr.orderBy('name');
gr.query();
while (gr.next()) {
    var workflow = gr.workflow.nil() ? 'None' : gr.getDisplayValue('workflow');
    var flow = gr.flow_designer_flow.nil() ? 'None' : gr.getDisplayValue('flow_designer_flow');
    gs.print(gr.getValue('name') + ' - Workflow: ' + workflow + ', Flow: ' + flow);
}

Get high-cost items requiring approval with vendor details

// Business scenario: audit expensive items for procurement compliance
// Includes vendor info and pricing thresholds
var gr = new GlideRecord('sc_cat_item');
gr.addQuery('active', true);
gr.addQuery('price', '>', '1000');
gr.addNotNullQuery('vendor');
gr.orderByDesc('price');
gr.query();
while (gr.next()) {
    gs.print('Expensive Item: ' + gr.getValue('name'));
    gs.print('Price: $' + gr.getValue('price') + ', Vendor: ' + gr.getDisplayValue('vendor'));
    gs.print('Recurring: $' + gr.getValue('recurring_price'));
}

Count catalog items by category using aggregate

// Reporting query - catalog item distribution across categories
// Useful for catalog governance and category management
var ga = new GlideAggregate('sc_cat_item');
ga.addQuery('active', true);
ga.addAggregate('COUNT');
ga.groupBy('category');
ga.orderByAggregate('COUNT');
ga.query();
while (ga.next()) {
    var categoryName = ga.getDisplayValue('category');
    var count = ga.getAggregate('COUNT');
    gs.print('Category: ' + categoryName + ' has ' + count + ' items');
}

Wrong way vs right way to check item availability

// WRONG: Only checking active field misses availability rules
// var gr = new GlideRecord('sc_cat_item');
// gr.addQuery('active', true);

// RIGHT: Check active AND availability for current context
var gr = new GlideRecord('sc_cat_item');
gr.addQuery('active', true);
// availability can be: on_desktop, on_mobile, both
gr.addQuery('availability', 'IN', 'on_desktop,both');
gr.addQuery('state', '3'); // Only published items
gr.query();
// Now you get items actually available to desktop users

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