{"revision":"c10276e953456835cdbb1f3a60d58ae1980be353","document":{"id":16486,"path":"governance-risk-compliance/bia-smart-assessment-owner-sync.md","title":"BIA owner field reference and validation rules","bundle":null,"doc_type":null,"release":"australia","body":"\n# BIA owner field reference and validation rules\n\nDetailed field definitions, validation rules, filtering logic, and technical specifications for group ownership in Business Impact Analysis \\(BIA\\) records.\n\n## BIA field mapping and definitions\n\nBusiness Impact Analysis \\(BIA\\) records include a group field that identifies the team responsible for the record. The records also include an individual field that identifies a specific person accountable for the record.\n\n|Property|Value|\n|--------|-----|\n|Record type|Business Impact Analysis \\(BIA\\)|\n|Table name|sn\\_bia\\_impact\\_analysis|\n|Group field name|BIA Owner group|\n|Individual field name|BIA Owner|\n\n## BIA owner group field details\n\nThe **BIA Owner group** field identifies the team responsible for the BIA record.\n\n|Property|Description|\n|--------|-----------|\n|Field type|Reference \\(group table\\)|\n|Mandatory|No \\(but at least one of group or individual field must be populated\\)|\n|Default value|Empty \\(not auto-populated on record creation\\)|\n|Visibility|Visible in both UI16 and Business Continuity Workspace \\(UI Builder\\)|\n|Filtering|Limited to groups holding BIA Planner or BIA Manager role \\(role-based filtering\\)|\n\n## BIA owner field details\n\nThe **BIA Owner** field identifies a specific person accountable for the BIA record.\n\n|Property|Description|\n|--------|-----------|\n|Field type|Reference \\(user table\\)|\n|Mandatory|No \\(but at least one of group or individual field must be populated\\)|\n|Default value|Current user \\(pre-populated on record creation\\)|\n|Visibility|Visible in both UI16 and Business Continuity Workspace \\(UI Builder\\)|\n|Filtering Behavior|When group is selected: Filters to members of the selected group. When group is not selected: Shows all users \\(no filtering\\); matches legacy behavior. When individual is selected before group: Allows selection of any user; if a group is later selected and the individual is not a member, the system allows the selection and displays an informational message.|\n\n## Mandatory validation rules\n\nGroup ownership implements a special mandatory validation rule: at least one of the two fields \\(**BIA Owner group** or **BIA Owner**\\) must be populated.\n\n|Validation State|Behavior|\n|----------------|--------|\n|**BIA Owner group** populated, **BIA Owner** empty|Valid — record can be saved|\n|**BIA Owner** populated, **BIA Owner group** empty|Valid — record can be saved \\(legacy behavior\\)|\n|Both fields populated|Valid — record can be saved|\n|Both fields empty|Invalid — both fields highlighted in red with asterisk; mandatory error displayed; user must populate at least one field|\n\n## Reference qualifiers\n\n<table><thead><tr><th>\n\nQualifier\n\n</th><th>\n\nDescription\n\n</th></tr></thead><tbody><tr><td>\n\n**BIA Owner group** field qualifier \\(**filterBIAOwnerGroup**\\)\n\n</td><td>\n\nThe **BIA Owner group** field reference qualifier filters candidate groups based on role eligibility. Only groups holding the BIA Planner \\(**sn\\_bia.bia\\_planner**\\) or BIA Manager \\(**sn\\_bia.bia\\_manager**\\) role are displayed. Any group without the required role is not shown in the selectable list.\n\n</td></tr><tr><td>\n\n**BIA Owner** field qualifier \\(**filterBIAOwner**\\)\n\n</td><td>\n\nThe **BIA Owner** field reference qualifier adjusts dynamically based on whether a group is selected. -   When a group is selected, reference qualifier filters the user list to members of the selected group only. This ensures the selected owner is part of the assigned team.\n-   When no group is selected, reference qualifier displays all users without filtering. This matches the original behavior and maintains backward compatibility.\n-   If a user is selected and then a group is chosen that does not include that user, the system allows the selection and displays an informational message: \"Allow selection outside the group.\"\n\n</td></tr></tbody>\n</table>## Implementation details\n\n|Component|Description|\n|---------|-----------|\n|**onChange** script for **BIA Owner group** field|When the group field value changes, this script re-filters the **BIA Owner** field reference qualifier to show only members of the newly selected group. If an individual was previously selected and is not a member of the new group, the system checks and displays an informational message.|\n|**onChange** script for **BIA Owner** field|When the individual field value changes, this script checks group membership via a GlideAjax helper. If the selected individual is not a member of the currently selected group, an informational message is displayed: \"Allow selection outside the group.\" The selection is not blocked.|\n|**onLoad** script: Default Value Logic|When a new BIA record is created, the **onLoad** script pre-populates the **BIA Owner** field with the current user. The **BIA Owner group** field is left empty. This default behavior ensures backward compatibility and allows existing workflows to function unchanged.|\n|UI Policy \\#1: Ensure at least one field is populated|On form submission, if both the **BIA Owner group** and **BIA Owner** fields are empty, both fields are marked as mandatory \\(red outline, asterisk\\). A validation error is displayed.|\n|UI Policy \\#2: Display guidance banner|An informational banner is displayed whenever the group or individual field pair is present: `Select either a group or an individual to save the record and proceed with the workflow.` This guides users to complete the required fields successfully.|\n\n## Backward compatibility and legacy behavior\n\n|Scenario|Behavior|\n|--------|--------|\n|Existing BIA records with individual owner only|Continue to function unchanged. The **BIA Owner group** field is optional; no changes are required for records with only an individual owner.|\n|Unfiltered user selection when no group is selected|When the **BIA Owner group** field is empty, the **BIA Owner** field shows all users without filtering. This ensures workflows and automation that reference the individual owner field continue to function.|\n\n**Parent Topic:**[Group owner fields and role requirements](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/governance-risk-compliance/owner-group-eligibility-roles.md)\n\n"}}