Unexpected task board creation and notification after upgrading instance to paris


Description

 A number of instance users  received a notification e-mail from a particular instance, indicating that they had been added to a task board group.

The e-mail suggested that one member in particular had added members,  to this task board group (https://INSTANCE_NAME.service-now.com/$vtb.do?sysparm_board=1c4be78d1b04201046a9dc65bd4bcbd2). 

Release or Environment

Paris

Cause

This VTB is part of our Paris upgrade and is one of the improvements to the Upgrade Center. You can read more about the feature in the release notes here:
https://docs.servicenow.com/csh?topicname=upgrade-center-rn.html&version=latest

Each upgrade history has it's own VTB, this should not occur for future upgrades if customer will set the properties prior to upgrade:

https://INSTANCE_NAME.service-now.com/nav_to.do?uri=%2Fsystem_properties_ui.do%3Fsysparm_title%3DUpgrade%20Center%20Properties%26sysparm_category%3DUpgrade%20Duration%20Estimation%20Properties,Upgrade%20Visual%20Task%20Board%20Properties

https://INSTANCE_NAME.service-now.com//sys_upgrade_history_list.do?sysparm_query=from_versionLIKEglide&sysparm_view=

Resolution

You can alter the target admins by navigating to the VTB specific properties discussed here:
https://docs.servicenow.com/csh?topicname=uc-properties.html&version=latest

By default, all Admins are added to the board. The board, also by default, is owned by the first Admin in the user list (sorted by user name).

Edit the properties for the next upgrade to avoid the same issue.
https://INSTANCE_NAME.service-now.com/nav_to.do?uri=%2Fsystem_properties_ui.do%3Fsysparm_title%3DUpgrade%20Center%20Properties%26sysparm_category%3DUpgrade%20Duration%20Estimation%20Properties,Upgrade%20Visual%20Task%20Board%20Properties