--- 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 --- # Stages and activities # Stages and activities {#ariaid-title1} * Release version: Australia * * Updated March 12, 2026 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 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 Stages and activities In ServiceNow Playbooks,activitiesare individual steps within a business process, and these activities are grouped intostagesthat represent logical phases of the workflow. You can sequence multiple activities within stages and multiple stages within a playbook to model cross-enterprise processes efficiently. Playbooks enable you to design workflows that guide agents through the right sequence of tasks with user interactions and automation. Show full answer Show less ## Working with Stages and Activities You can add and sequence stages either through the Board or Diagram views in the Playbook design environment. Similarly, activities are added via an activity picker accessible from these views. Activities can be selected from common libraries, custom applications, or created as new activity definitions when needed. * **Stages:** Group related activities logically and control their execution sequence with start rules (e.g., start when the playbook starts or after specific stages complete). * **Activities:** Represent individual tasks that can be interactive (requiring user input) or non-interactive (automated behind-the-scenes). Optional activities can be dynamically inserted by agents during playbook execution. ## Configuring Stages and Activities When selecting stages or activities, you configure properties such as: * **Label:** The display name shown during playbook runtime (keep names concise). * **Description:** Internal notes visible only in the design environment. * **Start Rules:** Define when stages or activities begin (e.g., immediately, after others finish). * **Run Conditions:** Specify conditions based on prior activity data to control execution. Under the Automation tab, you configure activity inputs and outputs. Inputs can be static values or dynamic data sourced using dot-walking to related records and fields. This dynamic data binding allows activities to react to the current process context or outputs from previous activities. Editing source flows for activities is possible via Workflow Studio for users with the appropriate roles. ## Design Considerations and Advanced Features * Leverage existing ServiceNow AI Platform state models for process lifecycle management. * Use AI agents and AI skills as activities to automate tasks and enable intelligent decision-making within playbooks. * Include automation assets (subflows, flows, actions) directly as activities without needing custom definitions. * Configure delays to pause execution, allowing users time to act or wait for scheduled times. * Enable optional activities for agents to add steps dynamically during playbook runs. * Use decision activities and stages to create branching logic based on conditions. * Implement questionnaire activities to collect user input during execution. * Use go back activities to loop back to previous steps conditionally. * Support parallel branches to run multiple sequences concurrently. * Configure dynamic inputs to show or hide fields based on other input values or external responses. * Override playbook card statuses with activity state mapping to reflect custom progress states. ## Practical Benefits for ServiceNow Customers By effectively using stages and activities in Playbooks, customers can: * Design clear, logical workflows that guide agents and automate complex processes. * Incorporate both user-driven and automated tasks seamlessly in a single playbook. * Leverage dynamic data inputs and outputs to create context-aware process steps. * Utilize AI capabilities to enhance automation and decision-making within workflows. * Adapt workflows dynamically with optional activities and branching logic to handle real-world scenarios. * Improve process consistency, efficiency, and visibility across cross-enterprise operations. In Playbook, an activity represents one step in your overall business process. You can sequence many activities together in the stages of your process. ## Stages {#process-automation-designer-lanes-activities__section_kwx_fxy_qlb} Group activities by the stages of your business process, and sequence activities in an order that makes sense for your cross-enterprise workflow. A stage is made up of many sequenced activities that are grouped in a logical way. In the Playbooks Board view of the design environment, you can add a stage to your playbook by clicking + Add stage. In the Diagram view, select the + icon on connectors (lines) to add a stage. ## Activities {#process-automation-designer-lanes-activities__section_h3n_5rj_skb} In Playbooks, an activity represents one step in your overall business process. In the system, an activity is one instance of an activity definition. For more information on activity instances and activity definitions, see the [Playbook Experience](https://servicenow-prod.fluidtopics.net/twMBI5L5X3b_rBQ5~9zxWw "Understand how Playbook work in the ServiceNow AI Platform to automate cross-functional processes and consolidate them into task-oriented views for your end users.") and [activity definitions](https://servicenow-prod.fluidtopics.net/aEvbv54ObgcCjjhXabvx8w "Activity definitions describe how the activities in your playbook get the data that they need when your playbook runs."). ## Adding an activity to your playbook {#process-automation-designer-lanes-activities__adding-an-activity} In the Playbooks Board view of the design environment, select + Add activity to open the activity picker. In the Diagram view, select the + icon on connectors (lines) to open the activity picker. In the activity picker, you can search for an activity to add or select one from the list of Common Activities. To choose an activity for a custom application, first select the application and then select the activity from the resulting list within the picker. Additionally, you can add an activity just using an [automation asset](https://servicenow-prod.fluidtopics.net/q71gqVj4D2UP7jKAwTN8EQ "Include all automation assets in the activity picker to add a subflow, flow, or action directly to your playbook without having to create an activity definition."). If there isn't an activity that fits your use case, you can create your own activity definition to add to the activity picker. For more information, see [create an activity definition](https://servicenow-prod.fluidtopics.net/YKo~qF7plLOp9f6SFvnhRg "Specify the action or subflow you want an activity to run. Configure the inputs you want playbook designers to set when adding the activity to a playbook. Select the experience you want end users to have when the activity runs."). ## Interactive and Non-Interactive activities {#process-automation-designer-lanes-activities__section_mk3_p4z_qlb} Activity categories include: Interactive Activities : When an interactive activity runs, it prompts a user for input in your playbook as it runs. For more information, see [Interactive activities](https://servicenow-prod.fluidtopics.net/9NLz15rm_iBIt9lI8pe3rQ "An interactive activity prompts a user for input in your playbook as it runs."). Non-Interactive Activities : When a non-interactive activity runs, it runs entirely behind-the-scenes and requires no user input. For more information, see [Non-Interactive activities](https://servicenow-prod.fluidtopics.net/jAOToXMqOm~Azqc6LN13SQ "A non-interactive activity runs entirely behind-the-scenes on the ServiceNow AI Platform and doesn't require any user input."). Optional Activities : An optional activity can be inserted by agents and fulfillers during a playbook run. For more information, see [Optional activities](https://servicenow-prod.fluidtopics.net/E00L_A4huqlyVXntc1aKdQ#optional-activities "Enable your agents and fulfillers to add additional activities as they go through a playbook."). ## Stage and activity details {#process-automation-designer-lanes-activities__lane-activity-properties} When you select an activity, the side panel should open. Under the Details tab of the side panel, you can add names, descriptions, and start rules to the stages and activities in your playbook. Click the show or hide additional options button to show or hide additional properties for your currently selected stage or activity. The basic details for each stage and activity include: Label : You can enter a display name for your stage or activity. This name appears during playbook runtime. Note: Keep your stage and activity names brief, as the system truncates long names. Description : Optionally, enter a description for your activity or stage. This description only appears within Playbooks and isn't visible during playbook runtime. Start Rule : 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. {#process-automation-designer-lanes-activities__ul_mnz_mwd_xkb} : Under ScheduleStart 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. {#process-automation-designer-lanes-activities__ul_ww5_ydq_sxb} Run condition : Conditions that must be met to run an activity or stage. You can use data from prior activities to build conditions. ## Activity inputs {#process-automation-designer-lanes-activities__section_b5m_mm1_rlb} Under the Automation tab of the side panel, each activity has inputs you can configure: * To change default inputs and outputs for the activity, open and edit the source flow in Workflow Studio by selecting the Open link icon (![Open link icon]()) next to the Automation field. For more information on how to work with the default inputs and outputs for activities in Playbooks, see [Create an action as an activity automation plan](https://servicenow-prod.fluidtopics.net/U8USpWbyPCZOzsgU_dss9w "Create an example action to configure and run as an activity from Playbooks."). Note: You must have the appropriate user roles to access Workflow Studio and Workflow Studio. For more information, see [User access to Workflow Studio flows](https://servicenow-prod.fluidtopics.net/It9~lSDhYhBThAAusolhpg "Administrators can grant users access to Workflow Studio flows by assigning delegated development permissions or directly assigning a user role. Administrators can also specify which features and content a user can access based on user roles. Application developers can access Workflow Studio functionality through APIs for flows, subflows, and actions."). * Inputs are data that you provide so that the activity runs and performs its function appropriately. For example, a Record activity that notifies a customer of an application rejection will have message inputs for the email address, subject, body, and more. * Expected Outputs are displayed at the bottom of the Automation tab. {#process-automation-designer-lanes-activities__ul_kpv_3mq_sxb} ## Creating static and dynamic values for activity inputs {#process-automation-designer-lanes-activities__section_xqq_khh_rlb} You can add dynamic data to an activity input. Click the data pill picker icon (![Data pill picker icon]()) and navigate, or dot-walk, to the data pill whose dynamic value you want to use when your activity runs. You can select dynamic data from fields in the input record. If your activity has a start rule of After specific activities, you can also select dynamic data from the outputs of other activities in your playbook. For more information on dot-walking to related fields and records on the ServiceNow AI Platform, see [selecting fields on related tables using dot-walking](https://www.servicenow.com/docs/access?context=c_DotWalking&version=australia&pubname=australia-platform-user-interface&ft:locale=en-US). Note: You can dot-walk to fields in a Reference but not in a Document ID or Sys ID. The inputs for interactive activities typically provide data that renders in a playbook for an agent to interact with. The inputs for non-interactive activities can render in a playbook but don't require any user input in order to run. For more information, see [Interactive activities](https://servicenow-prod.fluidtopics.net/9NLz15rm_iBIt9lI8pe3rQ "An interactive activity prompts a user for input in your playbook as it runs.") and [Non-Interactive activities](https://servicenow-prod.fluidtopics.net/jAOToXMqOm~Azqc6LN13SQ "A non-interactive activity runs entirely behind-the-scenes on the ServiceNow AI Platform and doesn't require any user input."). ## Design considerations {#process-automation-designer-lanes-activities__section_zfx_vhk_zkb} Refer to these design considerations when working with stages and activities: Keep ServiceNow AI Platform state models in mind when designing your playbook : Some record types already have state models that describe their life cycle. Use any existing state model as a template for the design of your playbook. For more information, see [State Management](https://www.servicenow.com/docs/access?context=state-model&version=australia&pubname=australia-platform-administration&ft:locale=en-US). * **[Add and configure a stage in a playbook](https://servicenow-prod.fluidtopics.net/HbEWRYjPw0DzXyBk1WpoPA)** Add and configure a stage in your playbook. * **[Activity definitions](https://servicenow-prod.fluidtopics.net/aEvbv54ObgcCjjhXabvx8w)** Activity definitions describe how the activities in your playbook get the data that they need when your playbook runs. * **[Add and configure an activity in a playbook](https://servicenow-prod.fluidtopics.net/AsahGN8wK~9RbtMMle2YfA)** Add and configure an activity in your playbook. * **[Use AI agent as an activity](https://servicenow-prod.fluidtopics.net/_INOGwonQ7Q4QWMF9oOwrQ)** Use an existing AI agent as an activity in your playbook to automate tasks. The AI agent gathers the required context, performs the work, and produces outputs that subsequent activities can consume. * **[Use an AI skill as an activity](https://servicenow-prod.fluidtopics.net/oBLUYLDEJ2mJjU_~merVVQ)** Use an existing AI skill as an activity in your playbook to perform lightweight, focused AI tasks. When the playbook reaches the activity, the skill runs, produces structured outputs, and passes those outputs to subsequent activities. * **[Automation Assets](https://servicenow-prod.fluidtopics.net/q71gqVj4D2UP7jKAwTN8EQ)** Include all automation assets in the activity picker to add a subflow, flow, or action directly to your playbook without having to create an activity definition. * **[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. * **[Optional activities](https://servicenow-prod.fluidtopics.net/E00L_A4huqlyVXntc1aKdQ#optional-activities)** Enable your agents and fulfillers to add additional activities as they go through a playbook. * **[Decision activities](https://servicenow-prod.fluidtopics.net/UZM0Fs_zdJOOsHcIwcOw8g)** Create and define branches with different conditions for different paths between activities. * **[Decision stages](https://servicenow-prod.fluidtopics.net/zAe7SvU4Tqs_83KfrjaUgQ)** Create and define branches with different conditions for different paths between stages. * **[Questionnaire activity](https://servicenow-prod.fluidtopics.net/UKgSJ4LaIHMBMp1DbT5i5A)** Collects inputs from a user during a playbook run to use later in the playbook. * **[Go back activity](https://servicenow-prod.fluidtopics.net/v2gdADoaadA8m9f4SxRG~A)** The Go back activity defines a conditional return point in a playbook, enabling the playbook to loop back to an earlier activity, stage, or the start of the playbook based on an outcome. * **[Parallel branches](https://servicenow-prod.fluidtopics.net/ihi13yHDcQ6BZgSGEhNUrQ)** Add branches for activities and stages that run in parallel to another branch of activities and stages. * **[Add dynamic inputs to an activity](https://servicenow-prod.fluidtopics.net/qlkssoAQGDSHRUxhQ3XLgw)** Configure your activity to show a certain set of fields based on the value of another input, such as a selected catalog item, selected decision table, or even a REST API response. * **[Playbook activity state mapping](https://servicenow-prod.fluidtopics.net/gy5fnCDlGSEW8WZL1FEuTA)** Use playbook activity state mapping to override the status of a playbook card. *[\>]: and then