Show List of Records activity

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Show List of Records activity

    The Show List of Records activity in ServiceNow’s Yokohama release enables you to display a list of records that meet defined conditions within a playbook. This activity is accessible to users with roles such as admin, playbook.admin, or pdauthor and can be added as a common activity in playbooks to present data dynamically to end users.

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    Key Features

    • Configurable Inputs: Customize the activity by setting a label, description, and conditions under which the activity runs. Use the pill-picker for dynamic input values and dot-walking for referencing prior activity data.
    • Scheduling Controls: Define when the activity or its stage starts, either immediately when the playbook or stage starts or after specific stages or activities complete. Optionally, add a delay before running.
    • Table and Fields Selection: Specify the target table containing records and list the fields to display as columns in the record list shown to users.
    • User Interaction: Configure the activity to wait for user input, pausing the playbook until the user completes or skips the activity. This option is editable only by users with playbook.admin role.
    • Advanced Assignments: Assign the task to specific groups or users responsible for completing it.
    • Record Filtering: Use condition builders to define criteria that records must meet to be included in the displayed list.

    Key Outcomes

    • Enables dynamic display of filtered records to end users within a playbook, improving data visibility and context.
    • Supports conditional execution and scheduling to align with specific process flows.
    • Facilitates user engagement by optionally pausing playbooks for manual input or action.
    • Outputs references to selected records and displayed fields, allowing subsequent activities to utilize this data.

    Display a list records that match a set of conditions.

    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.

    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 containing records you want to display to end users.
    Fields to show String Comma-separated list of fields to display as columns of a list.
    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.

    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
    Assignment Group Reference.Group [sys_user_group] Group responsible for completing the task associated with the activity.
    Note:
    Show additional options to see this field.
    Assigned To Reference.User [sys_user] User responsible for completing the task associated with the activity.
    Note:
    Show additional options to see this field.
    Conditions Condition Builder Criteria that you want your list of records to meet.

    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.Task [task] Reference to the record associated with the activity.
    Fields String Comma-separated list of system field names to display as columns in the list.