---
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 Record step

# Look Up Record step {#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 Record step

The Look Up Record step enables users to retrieve records from any table based on specified conditions within Workflow Studio.
This functionality is essential for automating workflows by dynamically accessing relevant data based on defined criteria.
Show full answer Show less  

## Key Features

* **Table Selection:** Choose a table from the available list for record lookup.
* **Conditions:** Set static or dynamic conditions using a condition builder or by dragging input data pills into the Conditions field. Ensure proper formatting for reference fields using the Sys ID.
* **Order By:** Define how to sort results by selecting a field and sort type (ascending or descending).
* **Handling Multiple Records:** Choose to return only the first record found or to fail the step if multiple matches occur.
* **Failure Options:** Decide whether the flow should fail if a record cannot be found, with the option to suppress errors.

## Key Outcomes

* **Record Output:** The step provides outputs such as the record found, the associated table name, and a status indicator for successful retrieval or errors.
* **Error Message:** If a record is not found, an error message will detail the issue, which aids in debugging.
* **Action Error Evaluation:** Users can determine the next steps based on the success or failure of the lookup operation, allowing for more robust error handling in workflows.  
Look up a record from any table based on defined conditions.

## Roles and availability {#lookup-record-action-designer__section_pwq_rb5_kcb}

Available as an Workflow Studio action step. Users with the action_designer role can create a custom action with one or more action steps.

## Fields {#lookup-record-action-designer__look-up-record-fields}

{#lookup-record-action-designer__table_fdl_yhf_kcb__entry__2}

| Field | Description |
|-|-|
| Table | Select a table from the list. |
| Conditions | Set static or dynamic conditions to filter records. To define a static condition applied each time the action runs, define the conditions with the condition builder. To enable flow designers to dynamically apply conditions, define an input of type Conditions and drag-and-drop the input data pill into the Conditions field. When building a condition that looks up the value of a reference field, use a data pill that explicitly provides the Sys ID value. Ensure the condition has the format \[reference field\]\[is\]\[Reference type data pill-\>Sys ID\]. For example, both the Change and Incident tables contain a reference field to the User table. To look up change records where the requester is the caller from an incident record, create the condition \[Requested by\]\[is\]\[Trigger-\>incident record-\>Caller-\>Sys ID\]. \[Requested by\]\[is\]\[action-\>incident-\>Caller-\>Sys ID\] where incident is an input variable for an incident record. |
| Order by | Determines how to sort results when more than one record matches the defined conditions. Select the field you want to use to sort results. |
| Sort Type | Select whether to sort alphabetically in ascending or descending order. |
| If multiple records are found | Determines what is returned if more than one record matches the defined conditions. * Return only the first record * Fail the step {#lookup-record-action-designer__ul_x5p_kkf_kcb} |
| Don't fail on error | Determines whether to fail the flow if a record can't be found. |
[ ]

{#lookup-record-action-designer__table_fdl_yhf_kcb}

## Outputs {#lookup-record-action-designer__section_ldx_pyb_pmb}

These outputs appear in
the Data panel. You can use them as inputs elsewhere in your flow.{#lookup-record-action-designer__outputs-description}

Record
:   Data type: Record

    Record found based on the
    conditions you specified in the Conditions
    input.

Table
:   Data type: Table

    Name of the table associated
    with the returned record.

Status
:   Data type: Choice

    1 if a record was found
    successfully, and 0 if there was an error.

Error Message
:   Data type: String

    Message containing details about
    why the record could not be found.

    Note:  
    This output's value is only populated if the Status output's value is 0.

## Action error evaluation {#lookup-record-action-designer__id_lg2_4s3_15b}

If this step fails
:   Data type: Choice

    Option to continue running the next step or go to error evaluation. To use the step status code or message for a custom action error condition, see [Action error evaluation](https://servicenow-prod.fluidtopics.net/TJkLnvv_cE34AFa4p0LuVQ "Enable actions to catch step failures and continue running. Identify when specific error conditions occur and return your own action status code, status message, and error state.").

## Example {#lookup-record-action-designer__section_qyb_w35_kcb}