---
sourceDocument: Australia Build workflows
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/build-workflows

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Build workflows

ft:clusterId :

    - crworkflow

bundleId :

    - crworkflow

workflow :

    - Creator


---

# Look Up Records activity

# Look Up Records activity {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) 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 ServiceNow customers to find system records that match specific conditions within a playbook.
It is a common activity accessible to users with the admin, playbook.admin, or pdauthor roles, allowing for dynamic retrieval of records based on configured criteria.
Show full answer Show less  

## Configuration and Inputs

Customers configure this activity via the properties panel by specifying:

* **Label and Description:** Titles and information displayed on the activity and playbook card.
* **Run Condition:** Conditions that determine when the activity or stage runs, using data from prior activities.
* **Start Rule:** Defines when the stage or activity should start, such as immediately when the process starts or after specific stages or activities complete.
* **Start with Delay:** Optional delay before running the activity or stage.
* **Table:** The specific table from which to look up records.
* **Conditions:** Criteria that records must meet to be included in the results.

Advanced inputs allow further refinement:

* **Order by:** Field used to sort the retrieved records.
* **Sort Type:** Choose alphabetical or reverse alphabetical sorting.
* **Max Results:** Limit on the number of records returned.

## Outputs

The activity provides outputs that can be consumed by subsequent activities in the playbook:

* **Records:** References to the records matching the specified conditions.
* **Count:** Total number of records found.

## Practical Benefits

This activity empowers ServiceNow customers to dynamically retrieve and utilize record data within automated workflows, enhancing process automation and decision-making within playbooks. By configuring conditions and outputs, users can tailor the activity to integrate effectively into complex service management processes.  
Find system records that match a set of conditions.

## Roles and availability {#look-up-records-activity__section_pwq_rb5_kcb}

* This activity is available as a common activity. Users with the admin, playbook.admin, or pd_author can add this activity to a playbook.
{#look-up-records-activity__ul_mcq_1c5_kcb}

## Inputs {#look-up-records-activity__section_yb4_zq3_plb}

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](https://www.servicenow.com/docs/access?context=dot-walking-examples&version=australia&pubname=australia-platform-user-interface&ft:locale=en-US). {#look-up-records-activity__table_ajt_sr3_plb__entry__3}

| 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 ScheduleStart 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. {#look-up-records-activity__ul_f4z_nq1_ppb}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. {#look-up-records-activity__ul_zzc_3ls_m1c} |
| 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](https://servicenow-prod.fluidtopics.net/EdInaaLAHZCnrBcJbs96Lw "Specify a duration of time to wait before running an activity or a stage whose start rule and conditions have been met. Give users time to act during automated playbooks. Give users time to wait for a specific date and time to complete actions."). 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. |
[ ]

{#look-up-records-activity__table_ajt_sr3_plb}

## Advanced inputs {#look-up-records-activity__section_bgh_1r3_plb}

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](https://servicenow-prod.fluidtopics.net/aEvbv54ObgcCjjhXabvx8w#activity-definitions__activity-experience). {#look-up-records-activity__table_cjj_sr3_plb__entry__3}

| 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. |
[ ]

{#look-up-records-activity__table_cjj_sr3_plb}

## Outputs {#look-up-records-activity__section_unx_fr3_plb}

These outputs can provide data to other activities in your playbook. You can access this data as activity inputs when you configure your activity: {#look-up-records-activity__table_mv2_rr3_plb__entry__3}

| Output | Type | Description |
|-|-|-|
| Records | Records | References to the records that meet your specified conditions |
| Count | Integer | Number of records found |
[ ]

{#look-up-records-activity__table_mv2_rr3_plb}

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