The Scenario
Your IT security team is three days into an access review. The SailPoint export came back with 90 employee email addresses that need to be cross-referenced against ServiceNow: sys_id, department, manager name, active status. Someone has already pasted the emails into column A of an Excel workbook. Now someone needs to fill in columns B through E. That someone is you.
The bad version:
- Open ServiceNow, go to Users, search for the first email address, open the record, copy the sys_id, department, manager, and active status, paste into the workbook.
- Close the record, search for the next email, repeat.
- Do that 90 times, knowing that roughly a third of these employees are in departments with names that do not sort alphabetically so there is no easy way to spot errors.
The access review is due to the security committee on Friday. You have been doing this for an hour and you are on row 12.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It looks up each email address in ServiceNow and writes the user details back into the workbook — sys_id, department, manager, and active status for all 90 in one batch.
For each email address in column A, look up the user in ServiceNow and write their sys_id, department, manager, and active status into columns B, C, D, and E
What You Get
- ServiceNow user records matched to each email address in column A
- Columns B through E populated with sys_id, department, manager name, and active status
- Email addresses that do not match a ServiceNow user flagged in column B as "NOT FOUND"
- The full batch runs in one operation — no tab-switching, no copy-pasting
What If the Data Is Not Quite Ready
Some email addresses in column A have inconsistent capitalization or trailing spaces
ServiceNow user lookups are case-sensitive on some instances.
Trim whitespace and lowercase all email addresses in column A before looking them up in ServiceNow, then write sys_id, department, manager, and active status into columns B through E, noting any that return no match
You need the user's role count in addition to their basic details
The access review also asks how many roles each user has, as a risk signal.
For each email in column A, look up the ServiceNow user and write sys_id, department, manager, active status, and the total number of assigned roles into columns B through F
Some of your users are in ServiceNow under a different email domain than the one in the workbook
Your company recently changed email domains and the old addresses still appear in the access list.
For each email in column A, first search ServiceNow by exact email match; if not found, retry with the alternative domain suffix @newcorp.com replacing @oldcorp.com, then write the resolved sys_id, department, manager, and active status into columns B through E and note the domain mismatch in column F
Full kill chain: normalize emails, look up users, flag inactive accounts, and sort by department
Trim and normalize all email addresses in column A, look up each user in ServiceNow, write sys_id, department, manager, and active status into columns B through E, flag any inactive accounts as "INACTIVE — REVIEW" in column F, and sort the result by department so the security committee can review by team
The access review spreadsheet is ready for the committee without row-by-row manual entry.
Try It
Get the 7-day free trial of SheetXAI and open the Excel workbook with your employee email list, then ask it to fill in the ServiceNow user details for all 90 rows at once. For auditing what roles those users have, see the audit-user-role-inheritance spoke or return to the ServiceNow hub.