Collect User Data activity

  • Release version: Zurich
  • Updated July 31, 2025
  • 4 minutes to read
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    Summary of Collect User Data activity

    TheCollect User Data activityallows you to gather inputs from users during a playbook run, storing this information for use later within the same playbook. Note that starting from the 26.1 release, this activity is no longer available for new use in the activity picker. Existing implementations will continue functioning, but new data collection should be done using theQuestionnaire activity, which simplifies data collection by not requiring a separate data definition.

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    This activity is ideal when you do not have an existing table for data storage, do not require reporting on the collected data, and only need to use the data within the playbook itself. If you already have a table, consider using the User Form activity instead.

    Key Features

    • User form for data collection: This is the primary input where you specify the data definition that defines what information to collect during the playbook run. Data definitions must be created beforehand.
    • Role requirements: Only users with admin, playbook.admin, or pdauthor roles can add this activity to playbooks.
    • Access control: You can restrict who can view or edit the collected data by specifying Assignment Group and Assigned To fields. By default, these map to the trigger record’s assignment fields, granting access to those users.
    • Wait for user input: The activity can be configured to pause the playbook until the user completes or skips the data entry, ensuring synchronous data collection.
    • Common activity properties: Includes configurable labels, descriptions, run conditions, scheduling options (start rules, delays), and UI layout settings for the playbook run interface.
    • Outputs: The collected data is available as a reference record output, accessible to subsequent playbook activities through the pill-picker, facilitating data-driven decision-making within the playbook.

    Practical Application

    During playbook execution, you can use this activity to collect essential information such as shipping addresses or user responses to yes/no questions, then use that data to control subsequent workflow steps. Since the data is stored in a flow-specific table, it remains internal to the playbook run, making it suitable for scenarios where data persistence beyond the playbook or reporting is not required.

    For new implementations, transitioning to the Questionnaire activity is recommended for simpler setup and improved functionality.

    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.
    If you already have a table to store the collected data, use the User Form activity.

    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 .
    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:
    Select 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:
    Select 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 Outputs > Record > Vars to see all collected data. To learn more about the pill-picker, see .

    UI Layouts

    Set properties for how the activity renders during a playbook run.