Show List of Records activity

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Show List of Records activity

    The Show List of Records activity enables users to display a list of records that meet specific conditions within a playbook. This functionality is essential for managing and visualizing data effectively during process automation.

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    Key Features

    • Roles and Availability: Accessible to users with admin, playbook.admin, or pdauthor roles, who can integrate this activity into a playbook.
    • Inputs:
      • Label: Title for the activity and playbook card.
      • Description: Details on activity usage or outcomes.
      • Run Condition: Set conditions using the Condition Builder to determine when the activity can run.
      • Start Rule: Choose when the activity should start based on the stage or other activities.
      • Start with Delay: Option to delay the start of the activity.
      • Table: Specify the table containing records to display.
      • Fields to Show: List of fields to be displayed as columns in the output list.
      • Wait for User Input: Option to pause until user action is taken.
    • Advanced Inputs: Additional configuration options such as Assignment Group and Assigned To for task responsibilities, as well as Conditions for filtering records.

    Key Outcomes

    By utilizing the Show List of Records activity, customers can effectively manage and display data-driven insights within their playbooks. This leads to better decision-making and improved task management, as users can easily visualize the records relevant to their processes.

    Display a list 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 containing records you want to display to end users.
    Fields to show String Comma-separated list of fields to display as columns of a list.
    Wait for user input Choice Option to pause the playbook until the end user manually completes or skips the activity. Only users with the playbook.admin role can edit this field. By default, the activity waits for user action or data before it completes.

    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
    Assignment Group Reference.Group [sys_user_group] Group responsible for completing the task associated with the activity.
    Note:
    Select Show additional options to see this field.
    Assigned To Reference.User [sys_user] User responsible for completing the task associated with the activity.
    Note:
    Select Show additional options to see this field.
    Conditions Condition Builder Criteria that you want your list of records to meet.

    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
    Record Reference.Task [task] Reference to the record associated with the activity.
    Fields String Comma-separated list of system field names to display as columns in the list.