Look Up Records activity

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Look Up Records Activity

    The Look Up Records activity in ServiceNow enables users to find system records that meet specified conditions. This activity is part of the Process Automation Designer and can be integrated into playbooks by users with admin, pdadmin, or pdauthor roles.

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    Key Features

    • Inputs: Users can configure the activity properties, including:
      • Label: Title displayed for the activity and playbook card.
      • Description: Information regarding activity usage or outcome.
      • Run Condition: Conditions that must be met for the activity to run, using data from prior activities.
      • Start Rule: Options for when the activity or stage should start, such as immediately or after specified activities.
      • Start with Delay: Option to delay the start of the activity.
      • Table: Specific table from which to look up records.
      • Conditions: Criteria for filtering the list of records.
    • Advanced Inputs: Additional configurations include:
      • Order By: Field used to sort the records.
      • Sort Type: Option to sort records alphabetically or in reverse order.
      • Max Results: Limit on the number of results displayed to users.

    Key Outcomes

    The Look Up Records activity outputs include:

    • Records: References to the records matching the specified conditions.
    • Count: Total number of records found that meet the criteria.

    This allows for seamless data integration into subsequent activities within the playbook, enhancing automation and decision-making processes.

    Find system records that match a set of conditions.

    Roles and availability

    • This activity is available as a common activity. Users with the admin, pd_admin, or pd_author role 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:
    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:
    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