Look Up Records activity

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Look Up Records activity

    The Look Up Records activity enables users to find system records that match specific conditions within ServiceNow playbooks. This activity is accessible to users with admin, playbook.admin, or pdauthor roles, allowing them to incorporate it into their playbooks effectively.

    Show full answer Show less

    Key Features

    • Inputs Configuration: Users can configure inputs through the activity properties panel, including:
      • Label: Title displayed for the activity and playbook card.
      • Description: Information displayed about the activity's usage or outcome.
      • Run Condition: Conditions defined using the Condition Builder to determine when the activity can run.
      • Start Rule: Options for when the activity or stage should start, either immediately or after specific activities/stages.
      • Start with Delay: An option to delay the execution of the activity or stage.
      • Table: Specifies the table containing the records to look up.
      • Conditions: Criteria defined to filter the records returned.
    • Advanced Inputs: Additional configurations include options to enhance the activity’s functionality, such as:
      • Order By: Field for sorting the returned records.
      • Sort Type: Choice to sort records alphabetically or in reverse order.
      • Max Results: Limit on the number of results displayed to end users.

    Key Outcomes

    This activity outputs critical data for further processing in other activities within the playbook, including:

    • Records: References to records that match the specified conditions.
    • Count: The total number of records found based on the defined criteria.

    By utilizing the Look Up Records activity, ServiceNow customers can efficiently query and manage records, enhancing their playbook automation and process efficiency.

    Find system records that match a set of conditions.

    Roles and availability

    • This activity is available as a common activity. Users with the admin, playbook.admin, or pd_author can add this activity to a playbook.

    Inputs

    Open the activity properties panel and configure your activity to add values for the following inputs. If the input value varies, use the pill-picker to show where to get the value. To learn more about the pill-picker, see Dot-walking examples.
    Input Type Description
    Label String Title to display as activity and playbook card.
    Description String Information to display about activity usage or outcome.
    Run condition Condition Builder Conditions that must be met to run an activity or stage. You can use data from prior activities to build conditions.
    Note:
    Select Show additional options to see this field.
    Start Rule Choice Under Schedule > Start Rule, select a start rule for when your stage should start running:
    • When process starts: Your stage starts running as soon as the playbook starts.
    • After specific stages: Your stage starts running after specified stage(s) have finished running.
    Under Schedule > Start Rule, select a start rule for when your activity should start running:
    • When stage starts: Your activity starts running as soon as its stage starts running. Your stage starts running when your playbook is triggered.
    • After specific activities: Your activity starts running after specified activities have finished running.
    Start with delay True/False Option to wait for a duration of time before running an activity or stage. When enabled, this input displays the Start with delay input properties.
    Note:
    Select Show additional options to see this field.
    Table Table Name Table whose records you want to look up.
    Conditions Condition Builder Criteria that you want your list of records to meet.

    Advanced inputs

    After configuring the required inputs for your activity, you can also choose to configure additional inputs. In the side panel, select Show additional options to display these advanced inputs. For more information, see Activity experience.
    Input Type Description
    Order by String Field you want to use to sort a list of records.
    Sort Type Choice Option to sort records alphabetically or reverse alphabetically.
    Max Results Integer Maximum number of results to display to end users.

    Outputs

    These outputs can provide data to other activities in your playbook. You can access this data as activity inputs when you configure your activity:
    Output Type Description
    Records Records References to the records that meet your specified conditions
    Count Integer Number of records found