Playbook record generator

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read

    • As a playbook author, enable agents or fulfillers to create a record for a playbook run without needing to leave the playbook.

    Playbooks are triggered when a record is created or updated. Add a record generator to a playbook in Workflow Studio to enable agents and fulfillers to create the record during a playbook run, instead of navigating outside of the playbook to create the record. Then, configure your workspace or UI Builder page to display the record generator playbook experience component in place of the standard new record form when an agent or fulfiller opens a new record tab.

    When a playbook author adds a record generator to a playbook in Workflow Studio, a record generator activity is inserted as the first step of the playbook. The record generator activity contains a new record form. When an agent or fulfiller submits the form, the playbook refreshes, and guides the agent or fulfiller through the rest of the record creation. If no playbook is running after the new record form is submitted, then the playbook will manually trigger whichever playbook was shown to the agent or fulfiller before the record was created.

    In Workflow Studio, playbook authors can specify the name of the record generator activity, the form view, and the playbook shown to the agent or fulfiller before the record is created. Playbook authors can also optionally configure the declarative action used to submit the form.

    Setup playbook record generators

    Use the playbook record generator to display a process before a record is created.

    Before you begin

    Role required: playbook admin

    About this task

    For some table that I want to trigger a playbook from, I want to provide a form that an agent or fulfiller fills out, which creates a record. Use playbook record generators to create records using a playbook. Agents no longer need to create records before running a playbook.

    Procedure

    1. Navigate to All > Playbook Experience > Record Generators
    2. Click New.
    3. On the form, fill in the fields.
      Table 1. Playbook Experience Record Generator
      Field Description
      Table Select the table for which the new record page should use the record generator entry.
      Process Definition Select the playbook that you want to display before a record is created. All activities will be marked pending. If no playbook is running after the record is created, this playbook is manually triggered.
      Create Record Activity Name Enter a name to display on the activity that is inserted as the first step in the playbook.
      Active Option to activate the record generator.
      Order Integer that determines the precedence of this configuration in relation to other activities in a Playbook experience. The lower the number, the more likely it will be selected over another configuration. The typical practice is to use numbers that are in the hundreds. For example, 100, 200, 300, or 400.
      Create Record Form View Select the form view to use for the new record form activity.
      Template Fields Optional field values that can be pre-filled in the new record form.
      Application Choose an application scope that you want your playbook to run in. Selecting Global lets your playbook run in any application scope. For more information, see Application scope.
    4. Click Submit.

    What to do next

    You can override the Continue button associated with playbook record generator with your own custom conditions, label, and coloring by creating a new declarative action. Use the same name as the declarative action associated with the global playbook experience and associate it with your custom playbook experience. For more information, see .