--- sourceDocument: Yokohama Build workflows sourceDocumentLink: https://www.servicenow.com/docs/r/yokohama/build-workflows Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Build workflows ft:clusterId : - crworkflow bundleId : - crworkflow workflow : - Creator --- # Questionnaire activity # Questionnaire activity {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 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 Questionnaire Activity The Questionnaire activity in ServiceNow Playbooks enables collecting user inputs during a playbook run without needing a predefined data table. It replaces the older Collect User Data activity and is ideal when you do not require storing data persistently, running reports on it, or using it outside the playbook context. Show full answer Show less If you have an existing table for storing data, the User Form activity is recommended instead. This activity is accessible to users with admin, playbook.admin, or pdauthor roles and can be added as a common activity within a playbook. ## Key Features * **User Input Collection:** Gather various types of user inputs through customizable questionnaires during the playbook execution. * **Dynamic Conditions and Scheduling:** Configure run conditions to control when the activity or stage runs, including options to start immediately, after specific stages or activities, or with a delay. * **Access Control:** Restrict who can perform the activity or edit collected data by assigning specific Assignment Groups or individual users. By default, access inherits from the trigger record's assignments. * **Questionnaire Management:** Add, edit, and configure questions agents respond to within the Questionnaire tab, enhancing interaction and data collection accuracy. * **Outputs for Playbook Integration:** Collected data is stored in a reference record accessible to subsequent playbook activities via dot-walking, enabling seamless data reuse within the playbook. ## Practical Application for ServiceNow Customers Use the Questionnaire activity when you need to gather user inputs on the fly during playbook runs without the overhead of creating and managing database tables. This is especially useful for straightforward data collection scenarios such as simple confirmations, addresses, or any custom inputs that influence playbook flow. The activity's flexible scheduling and condition configuration allow you to tailor when and how user input is requested, improving automation efficiency. Access controls ensure that only authorized users can view or modify sensitive data collected in the process, maintaining security and compliance. Data collected through the questionnaire is immediately available for downstream playbook activities, enabling dynamic decision-making based on user responses without additional data management steps. ## Next Steps * Configure the Questionnaire activity within your playbook by setting properties such as Label, Description, Run Conditions, and Scheduling rules. * Define the questionnaire questions to capture relevant user inputs aligned with your process needs. * Set appropriate Assignment Group and Assigned To fields to control access to the activity and its data. * Leverage the Outputs from the activity to feed data into subsequent playbook steps for automated and responsive workflows. Collects inputs from a user during a playbook run to use later in the playbook. The questionnaire activity replaces the Collect User Data activity, but does not require you to create a data definition. Use the questionnaire 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. {#questionnaire-activity__ul_egs_1vr_m1c} If you already have a table to store the collected data, use the [User Form activity](https://www.servicenow.com/docs/iL95LMDw3TRy6v21IzMY9Q "Use this activity to surface a record to the end user. This activity requires you to select a table and record, and the desired form view that should be surfaced to the end user in your playbook. The end user can then interact with this record accordingly. Display a form during runtime to collect input values for your playbook."). ## Roles and availability {#questionnaire-activity__section_pwq_rb5_kcb} 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. {#questionnaire-activity__ul_oh4_pfb_j1c} ## Common properties {#questionnaire-activity__section_yb4_zq3_plb} 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](https://www.servicenow.com/docs/access?context=dot-walking-examples&version=yokohama&pubname=yokohama-platform-user-interface&ft:locale=en-US). {#questionnaire-activity__table_ajt_sr3_plb__entry__3} | 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 ScheduleStart 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. {#questionnaire-activity__ul_f4z_nq1_ppb}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. {#questionnaire-activity__ul_zzc_3ls_m1c} | | 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](https://www.servicenow.com/docs/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."). Note: Show additional options to see this field. | [ ] {#questionnaire-activity__table_ajt_sr3_plb} ## Questionnaire {#questionnaire-activity__section_dxf_l4v_cbc} In the Questionnaire tab, you can: * Add questions for agents to respond to, * Edit existing questionnaires. {#questionnaire-activity__ul_s2t_jwv_cbc}To learn more about adding or configuring questions, see [Create a new questionnaire](https://www.servicenow.com/docs/WzatrvJkCwD5WAQYV1z1rA "Create and insert a new questionnaire for agents to respond to."). ## Inputs Many of these inputs are common to activities in Playbooks. 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](https://www.servicenow.com/docs/r014Lhz_11xoMRZZRHOzcA#activity-definitions__activity-experience). {#questionnaire-activity__entry__21} | 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. | [ ] ## Outputs {#questionnaire-activity__section_unx_fr3_plb} These outputs can provide data to other activities in your playbook. You can access this data as activity inputs when you configure your activity: {#questionnaire-activity__table_mv2_rr3_plb__entry__3} | Output | Type | Description | |-|-|-| | Record | Reference.Flow Data | Reference to record containing collected data. Use the pill-picker to dot-walk to OutputsRecordVars to see all collected data. To learn more about the pill-picker, see [Dot-walking examples](https://www.servicenow.com/docs/access?context=dot-walking-examples&version=yokohama&pubname=yokohama-platform-user-interface&ft:locale=en-US). | [ ] {#questionnaire-activity__table_mv2_rr3_plb} * **[Create a questionnaire](https://www.servicenow.com/docs/WzatrvJkCwD5WAQYV1z1rA)** Create and insert a new questionnaire for agents to respond to. **Related concepts** * [Activity definitions](https://www.servicenow.com/docs/r014Lhz_11xoMRZZRHOzcA "Activity definitions describe how the activities in your playbook get the data that they need when your playbook runs.") * [Automation Assets](https://www.servicenow.com/docs/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://www.servicenow.com/docs/pJEY3EDh5wh5XlpPOIG19Q#optional-activities "Enable your agents and fulfillers to add additional activities as they go through a playbook.") * [Playbook activity state mapping](https://www.servicenow.com/docs/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://www.servicenow.com/docs/Vk3iDYyg_Df62zD4oj~nDQ "Add and configure a stage in your playbook.") * [Add and configure an activity in a playbook](https://www.servicenow.com/docs/eH66_4Re8HXK8adZ1kzWiw "Add and configure an activity in your playbook.") * [Decision activities](https://www.servicenow.com/docs/4rX5cqI_FXRlYNq~tfDHiQ "Create and define branches with different conditions for different paths that an agent can follow in playbook.") * [Parallel branches](https://www.servicenow.com/docs/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://www.servicenow.com/docs/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://www.servicenow.com/docs/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.") *[\>]: and then