Playbooks in Workflow Studio

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Playbooks in Workflow Studio

    Playbooks in Workflow Studio enable ServiceNow customers to model and automate cross-enterprise business processes using the ServiceNow AI Platform®. Each playbook consists of a trigger, sequences of stages, and activities designed to run digitized workflows efficiently. Playbooks can be accessed, created, and edited within the Workflow Studio interface under Process Automation > Workflow Studio > Playbooks.

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    Key Features

    • Playbook Properties: Customize playbook details such as name, description, run conditions, and trigger behavior through the Properties menu. Trigger options define how often and under what conditions the playbook runs, including once, for each unique change, only if not currently running, or for every update.
    • Run on Extended Tables: Allows playbooks to trigger on records of tables that extend the input table, enabling broader applicability without changing the base trigger table.
    • Design Considerations: Encourage consolidation by replacing redundant business logic from business rules or workflows with a single playbook to avoid duplication. Playbook triggers ignore records updated via imports or update sets to prevent unintended executions.
    • Playbook Variants and Duplication: Use one playbook across multiple scenarios with variants or create duplicates to quickly develop similar automated processes.
    • Testing and Restart Capability: Validate playbook functionality using test trigger data before activation. Agents and fulfillers can restart playbooks, stages, or activities as needed to ensure process continuity and error recovery.

    Practical Benefits for ServiceNow Customers

    By leveraging playbooks, organizations can automate complex business processes with clear triggers and structured workflows. This eliminates redundant logic, streamlines operations, and ensures consistent execution. The ability to test and restart processes enhances reliability and control. Playbook variants and duplication accelerate deployment across multiple use cases, supporting agile process management on the ServiceNow AI Platform.

    Playbooks are ServiceNow AI Platform® representations of cross-enterprise processes for your organization. Create and activate a playbook to run your digitized business process on the ServiceNow AI Platform.

    Each playbook that you design in Workflow Studio has a trigger, a sequence of stages, and a sequence of activities.

    You can view your list of Playbooks by navigating Process Automation > Workflow Studio > Playbooks. Opening a playbook allows you to edit it. If there are no playbooks in the list, you can create a new one by clicking New and selecting Playbook. For more information on creating a playbook, see create a process definition.

    Properties

    After you create a playbook, access its properties by opening it, and selecting Properties in the More actions menu in the upper right corner of the header. In the Additional properties modal, you can edit the following information:
    Field Description
    Label Name of the playbook to display in Workflow Studio and in a Playbook Experience.
    Description Description of what your playbook does.
    Conditions Conditions that must be met to run your playbook.
    Run my trigger Option that defines how many times your trigger can run for your playbook. Choices include:
    • Once: Triggers the playbook once for the life of the triggering input record.
    • For each unique change: Triggers the playbook for every unique update to a non-system field even if the flow is currently running. The system stores a history of every change to a record and determines whether the change is unique. For example, if an incident record's State field changes from In Progress to On Hold, the playbook runs. However, if the State field then changes back to In Progress, the playbook doesn't run.
      Note:
      Playbooks that have a trigger that runs For each unique change can produce recursions when run in a non-interactive session. When such playbooks make a change to the trigger record, the change meets the playbook's trigger conditions and causes a recursion.
    • Only if not currently running: Triggers the playbook for every unique change if a process execution is not currently running.
    • For every update: Triggers the playbook every time the input record is updated, regardless of whether there has already been or there currently are any running process executions.
    Run on extended Option to trigger your playbook when record operations occur on tables that extend the input table. For example, if your selected table is the Task [task] table and you select this option, your playbook triggers when a Problem [problem] record is created or updated. For more information, see Table extension and classes.
    Note:
    After you create a playbook, you can't change the trigger's input table or trigger type. For more information, see Triggers.

    Design considerations

    Refer to these design considerations when working with playbooks:
    Avoid duplicating business logic used in Workflow Studio, Workflow, and business rules
    Replace separate business logic such as business rules, flows, and workflows with a consolidated playbook. Make sure that you deactivate any external business logic you replace to avoid duplication of effort.
    Ignore records added or updated by import and update sets
    Record triggers ignore records added or updated by applying an update set or importing an XML file. These operations apply to the entire application or table rather than an individual record.