Collect User Data activity
Summarize
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 Collect User Data activity
The Collect User Data activity enables you to gather input from users during a playbook run for use later within the same playbook. This activity is suitable when you do not have an existing table to store data, do not need to run reports on the collected data, and do not require the data outside the playbook context. As of the 26.1 release, this activity is deprecated in the activity picker and replaced by the Questionnaire activity for new use cases, which simplifies data collection by eliminating the need to create a data definition.
Show less
Key Features
- User Input Collection: Requires creating a data definition that defines the input form used to collect data, stored temporarily in the sysflowdata table during the playbook run.
- Roles and Access: Available to users with admin, playbook.admin, or pdauthor roles for adding to playbooks; access to submit or edit collected data can be restricted by assignment group or individual user.
- Configuration Inputs: Includes common playbook activity properties such as label, description, run conditions, start rules, and delay options. The key input is the “User form for data collection” which links to a predefined data definition.
- Control Over Execution: Optionally pause the playbook until user input is received or skipped, controlled by the “Wait for user input” setting (editable by playbook.admin role).
- Output Data: Collected data is output as a reference to a flow data record, accessible by other activities in the playbook for subsequent processing or decisions.
- Security and Access Control: Assignment Group and Assigned To inputs limit who can view or edit the data, defaulting to the groups or users assigned to the trigger record.
Practical Considerations for ServiceNow Customers
- If you need to collect user input during a playbook run and do not require persistent storage or reporting, this activity will meet your needs but is deprecated for new configurations.
- For new playbooks or activities, consider using the Questionnaire activity to simplify setup and improve maintainability.
- Use the Assignment Group and Assigned To fields to secure access to the collected data, ensuring only authorized users can modify or view inputs.
- Configure start rules and delays to control when this activity runs within your playbook stages and processes.
- Leverage the output data reference to integrate collected user input with other playbook actions and logic via dot-walking in the pill-picker.
Collects inputs from a user during a playbook run to use later in the playbook.
Important:
As of the 26.1 release, the Collect user data activity is no longer available in the activity picker. The activity will continue to function wherever it is used, but for new activities use
the Questionnaire activity instead. The Questionnaire activity does not require you to create a data definition. To learn more about the Questionnaire
activity, see Questionnaire activity.
Use the Collect User Data activity if:
- You don't have a table already,
- You don't need to run reports on the collected data,
- And you don't need to use the data outside of the playbook.
The key input for this activity is the User form for data collection field, under the Inputs section. To provide this input, you must create a data definition first.
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.
During a playbook run, you can use data definitions to potentially:
- Collect a shipping address, then reference the address when generating a shipping label.
- Ask the user "yes" or "no" questions, and determine subsequent activities based on the user's responses.
Common properties
These properties are common to all to activities in Playbooks.
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 , select a start rule for when your stage should start 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. |
Inputs
Many of these inputs are common to activities in Playbooks. The key input for this activity is User form for data collection field.
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 for this Process Step | Reference.Group [sys_user_group] | Assignment group allowed to perform this playbook activity. If you don't set any values for Assignment Group or Assigned To, any user can read and edit the collected
data. The Assignment group and Assigned to fields limit who has access to do so. To specify only individual users, use the Assigned To field. The same users do not need to be specified in both
fields. Note: By default, these fields are mapped to the Assignment Group and Assigned To fields of the trigger record. This means that users assigned to work on the
parent record have access to submit, view and edit the collected data by default. |
| Assigned to this Process Step | Reference.User [sys_user] | User allowed to perform this playbook activity. If you don't set any values for Assignment Group or Assigned To, any user can read and edit the collected data. The
Assignment group and Assigned to fields limit who has access to do so. To specify only individual users, use the Assigned To field. The same users do not need to be specified in both
fields. Note: By default, these fields are mapped to the Assignment Group and Assigned To fields of the trigger record. This means that users assigned to work on the
parent record have access to submit, view and edit the collected data by default. |
| User form for data collection | Choice | Type of input form used to collect data. Playbook authors define the data that they want agents or fulfillers to collect during a playbook run in the sys_flow_data_definition table. When the
information is collected, it is stored in the sys_flow_data table for use later in the playbook run, instead of in the record table. To define the data you want an agent or fulfiller to collect, see Create a Data Definition. |
| 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. |
Additional properties
Move stuff here.
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.Flow Data | Reference to record containing collected data. Use the pill-picker to dot-walk to to see all collected data. To learn more about the pill-picker, see Dot-walking examples. |
UI Layouts
Set properties for how the activity renders during a playbook run.