---
sourceDocument: Yokohama Build workflows
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/build-workflows

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Build workflows

ft:clusterId :

    - crworkflow

bundleId :

    - crworkflow

workflow :

    - Creator


---

# Activity definitions

# Activity definitions {#ariaid-title1}

Release version: Yokohama  
Updated January 30, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) 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 Activity definitions

Activity definitions in ServiceNow Playbooks specify how individual activities obtain the data they require during playbook execution.
They provide default configurations, inputs, and automation plans that ensure activities run correctly when the playbook is triggered.
These definitions reside in theActivity Definition \[syspdactivitydefinition\]table and are managed via Process Automation Administration.
Show full answer Show less  

## Key Features

* **Basic Configuration Fields:** Each activity definition includes fields such as Label (activity name), Table (data source, typically Task or Global), Application scope, Description, and Required Roles to control access.
* **Automation Plan:** Defines the Workflow Studio flow or action that drives the activity's automation and specifies the activity inputs. Inputs can have configurable visibility settings to control what playbook designers see or can edit.
* **Activity Experience:** Optional configuration that controls how the activity renders within the playbook card during runtime. It includes the experience type (e.g., Record or Knowledge), the associated record whose data is displayed dynamically, and the data fields to render, selectable via data pill picker for dynamic mapping.
* **Playbook Actions:** Activities can include buttons in their playbook cards that trigger server scripts, client actions, or UI components, configured through the Playbook Experience Action Assignment Map.

## Design and Usage Considerations

* Avoid using triggered Workflow Studio flows directly in automation plans; prefer subflows or actions to prevent unintended executions outside playbooks.
* Predefine default input values in activity definitions to simplify and speed up playbook creation for designers.
* Use dynamic associated records and data pill mapping to ensure playbook cards reflect current and relevant data as playbooks progress.

## Practical Guidance for ServiceNow Customers

* To create custom activities, define the automation plan by selecting the subflow or action to execute and configure inputs that designers can set.
* Enhance user experience by setting up activity experiences that present meaningful, dynamic data in the playbook interface.
* Leverage Playbook actions to provide interactive controls within activity cards, enabling users to perform relevant tasks seamlessly.
* Review related concepts and tasks such as adding activities or stages to playbooks, configuring parallel branches, and using dynamic inputs to build flexible and efficient playbooks.  
Activity definitions describe how the activities in your playbook get the data that they need when your playbook runs.

Activity definitions provide default configurations and values for your activities so that they can run properly when your playbook is triggered. Each activity definition contains some basic configuration details, as well as an automation plan and activity experience.

The Activity Definition \[sys_pd_activity_definition\] table lists the definitions for the activities that you can add to a playbook in Workflow Studio. To access these activity definitions, navigate to Process AutomationProcess Automation AdministrationActivity Definitions.

## Fields {#activity-definitions__section_v2r_24p_rlb}

Each activity definition record has these basic fields:{#activity-definitions__table_ezy_jn4_rlb__entry__2}

| Field | Description |
|-|-|
| Label | Name of the activity to display to users in Workflow Studio. |
| Table | Name of the table whose records the activity can access as inputs. Typically, this table is either the Task \[task\] or Global \[global\] table. |
| Application | Application scope that the activity can run in. |
| Accessible From | Options include: * All application scopes - Users can access this activity from any application scope. * This application scope only - Users can access this activity from the application scope that you specify in the Application field only. {#activity-definitions__ul_k1n_4hb_zlb} |
| Description | Optional description for the activity. |
| Required Roles | A list of user roles that are allowed to access activities that use this activity definition. |
[ ]

{#activity-definitions__table_ezy_jn4_rlb}

## Automation plan {#activity-definitions__section_fbd_jr4_plb}

Each activity definition has an automation plan. The automation plan for an activity definition specifies:

* The Workflow Studio flow or action, which drives the activity's automation
* The activity's inputs, which are the data that the activity needs to run yourplaybook
{#activity-definitions__ul_mlg_qfp_rlb}

Activity designers can configure the visibility of each activity input.

Include in standard modal
:   Hides the input from the properties panel. Playbook designers can only see the input from the standard modal when they select the Show advanced properties option.

Include in standard modal and configuration panel
:   Displays the input in the properties panel. Playbook designers can also see the input from the standard modal when they select the Show advanced properties option.

Admin visibility only
:   Hides the input from users who do not have the admin or playbook.admin roles.

## Activity experience {#activity-definitions__activity-experience}

Each activity also has an optional activity experience. The activity experience specifies an experience type, associated record, and details for what data to render in the activity's associated playbook card. Activity experience configurations only apply to activities that you add to a playbook which has an associated Playbook user experience. For more information, see Set up Playbook Experiences.

Experience type
:   An experience type defines the data, or properties, that describe how the activity renders as a playbook card at runtime. For example, a Record experience type tells the system that the activity can
    display a title, tagline, description, footer, and service level agreement (SLA) information in the Playbook card when your activated playbook runs. For more information, see [UI Layouts](https://servicenow-prod.fluidtopics.net/8btAti3YfxFkh_ZGhz1g2w "A UI Layout describes what properties and components to use when an activity renders as a card in a Playbook Experience.").

Associated record
:   The associated record defines the record whose data can render within a Playbook card at runtime. The associated record is dynamic, which means that it changes frequently as the playbook progresses. Because of this dynamic nature, you may want to use the data pill picker (![Data pill picker]()) to map the associated record to output record data within the underlying subflow or action specified in the automation plan.

Data to render in the Playbook card
:   You can specify the data to render in the Playbook card in the sections under the Associated Record section. To add dynamic data to fields that render in this user-facing view, use the data pill picker (![Data pill picker]()) next to a data field and navigate, or dot-walk, to the appropriate data pill. The data pill should point to data within the subflow or action specified in the activity definition's automation plan.  
    Note:  
    An activity experience contains many sections where you can specify the data to appear within the Playbook card. These sections vary depending on the experience type that you select. For example, a Record experience type has Details, Form, Attachments, and Features sections, while a Knowledge experience type has Knowledge, Details, and Features sections. For more information, see [UI Layouts](https://servicenow-prod.fluidtopics.net/8btAti3YfxFkh_ZGhz1g2w "A UI Layout describes what properties and components to use when an activity renders as a card in a Playbook Experience.").

Actions to render in the Playbook card

:   You can specify the Playbook actions that you want to render in an activity's Playbook card using the Playbook Experience Action Assignment Map related list. A Playbook action displays as a button in the Playbook
    card's footer. Playbook actions can run server scripts, dispatch client actions, or render UI components. For more information, see Custom Playbook actions.

    To add a Playbook action to your activity definition, select New in the Playbook Experience Action Assignment Map related list. Then, choose a Playbook action from the Action Assignment list. Next,
    choose a Playbook user experience that
    you want the Playbook action to appear in from the Playbook Experience list, and then click Submit.

## Design considerations {#activity-definitions__section_hc4_5mm_tlb}

Refer to these design considerations when working with activity definitions:

Avoid calling triggered Workflow Studio flows in an activity's automation
plan
:   To prevent unintentionally running a flow outside of Playbooks, you
    can use only subflows or actions in activity automation plans. Alternatively, you can set the
    flow's trigger to only run if not already running. For more information, see [Workflow Studio flow trigger types](https://servicenow-prod.fluidtopics.net/tX0aFIZsckv5T0THcwRybg "Each trigger type defines when a flow starts and the starting data available to it. There are triggers for record operations, dates, and application operations.​").

Specify default input values in your activity definitions
:   Preconfiguring default input values for your activity definitions reduces the time and complexity needed for a playbook owner to create a playbook.
* **[Create an activity definition](https://servicenow-prod.fluidtopics.net/txabHiyOd98TDVW_VnbpsQ)**   
  Specify the action or subflow you want an activity to run. Configure the inputs you want playbook designers to set when adding the activity to a playbook. Select the experience you want end users to have when the activity runs.
* **[Create an action as an activity automation plan](https://servicenow-prod.fluidtopics.net/dz8QkxMWJZbWW9UhBM6vvQ)**   
  Create an example action to configure and run as an activity from Playbooks.
* **[UI Layouts](https://servicenow-prod.fluidtopics.net/8btAti3YfxFkh_ZGhz1g2w)**   
  A UI Layout describes what properties and components to use when an activity renders as a card in a Playbook Experience.

**Related concepts**   

* [Automation Assets](https://servicenow-prod.fluidtopics.net/mU389THCpCX6TcjWJLTNJg "Include all automation assets in the activity picker to add a subflow, flow, or action directly to your playbook without having to create an activity definition.")
* [Optional activities](https://servicenow-prod.fluidtopics.net/pJEY3EDh5wh5XlpPOIG19Q#optional-activities "Enable your agents and fulfillers to add additional activities as they go through a playbook.")
* [Playbook activity state mapping](https://servicenow-prod.fluidtopics.net/fmXbaKoPUaBr1Y8dpLJFYA "Use playbook activity state mapping to override the status of a playbook card.")  
**Related tasks**   

* [Add and configure a stage in a playbook](https://servicenow-prod.fluidtopics.net/Vk3iDYyg_Df62zD4oj~nDQ "Add and configure a stage in your playbook.")
* [Add and configure an activity in a playbook](https://servicenow-prod.fluidtopics.net/eH66_4Re8HXK8adZ1kzWiw "Add and configure an activity in your playbook.")
* [Decision activities](https://servicenow-prod.fluidtopics.net/4rX5cqI_FXRlYNq~tfDHiQ "Create and define branches with different conditions for different paths that an agent can follow in playbook.")
* [Parallel branches](https://servicenow-prod.fluidtopics.net/PNev5QskKuGUAmoIHUw0fQ "Add branches for activities and stages that run in parallel to another branch of activities and stages.")
* [Add dynamic inputs to an activity](https://servicenow-prod.fluidtopics.net/8XnLc2y4MM0hKIntwpZR5A "Configure your activity to show a certain set of fields based on the value of another input, such as a selected catalog item, selected decision table, or even a REST API response.")  
**Related reference**   

* [Start with delay input properties](https://servicenow-prod.fluidtopics.net/ZO5_TxRewwK7XqnX5otC7A "Specify a duration of time to wait before running an activity or a stage whose start rule and conditions have been met. Give users time to act during automated playbooks. Give users time to wait for a specific date and time to complete actions.")
* [Questionnaire activity](https://servicenow-prod.fluidtopics.net/0Zhk1Qtvq62no8BNvPsGbQ "Collects inputs from a user during a playbook run to use later in the playbook.")

*[\>]: and then