Look Up Records step
Summarize
Summary of Look Up Records step
The Look Up Records step in Workflow Studio enables you to search for multiple records in any table based on defined conditions. This action is designed for users with theactiondesignerrole who want to create custom actions involving record lookups. It efficiently retrieves records by applying filters, sorting, and limiting results, which is essential for automating workflows that depend on dynamic data retrieval.
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Inputs and Configuration
- Table: Specify the target table where records will be searched.
- Conditions: Define field names and values to filter records. You can also use inline scripts with GlideRecord or GlideQueryCondition classes for complex queries.
- Order by and Sort Type: Choose a field to sort results and select ascending or descending order.
- Max Results: Limit the number of records returned to enhance performance. Recommended to keep this at or below 1000 for optimal efficiency.
- Action error evaluation: Decide whether to continue the workflow or go to error evaluation if the step fails, allowing for customized error handling.
Outputs
- Records: Returns a list of Sys IDs of the records found matching the criteria.
- Table: Confirms the name of the table the records come from.
- Count: Indicates the number of records retrieved.
Best Practices
- Use For Each flow logic: To process each record individually, combine this step with For Each logic or a Script step within a custom action.
- Filter with conditions: Apply specific conditions to reduce the result set and improve query performance.
- Limit Max Results: Setting a maximum record count helps control resource usage and speeds up execution.
Look up multiple records on any table using defined conditions.
Roles and availability
Available as an Workflow Studio action step. Users with the action_designer role can create a custom action with one or more action steps.
Inputs
Provide a value for each input that your action needs. To add dynamic values, you can also drag pills from the Data panel or select them from the pill picker.
- Table
- Data type: Table Name
Table name containing the records you want to look up.
- Conditions
- Data type: Conditions
Field names and field values that you want to use to search for records. To use an inline script to specify conditions, consider using the GlideRecord and GlideQueryCondition classes to build your query. See GlideRecord - Global and GlideQueryCondition - Global.
- Order by
- Data type: Field Name
Field you want to use to sort results.
- Sort Type
- Data type: Choice
Option to sort alphabetically in ascending or descending order.
- Max Results
- Data type: Integer
The maximum number of record results the step can return.
Action error evaluation
- If this step fails
- Data type: Choice
Option to continue running the next step or go to error evaluation. To use the step status code or message for a custom action error condition, see Action error evaluation.
Outputs
These outputs appear in the Data panel. You can use them as inputs elsewhere in your flow.
- Records
- Data type: Records
List of record Sys IDs found based on the lookup criteria that you provided. For more information, see Records.[Table] data type.
- Table
- Data type: Table Name
Table that contains the list of records.
- Count
- Data type: Integer
Number of records that the step returned.
General guidelines
Use these general guidelines when working with the Look Up Records action.
- Process records with For Each flow logic
- Use For Each flow logic to iterate through a list of records. For more information about using For Each flow logic, see For Each flow logic. Alternatively, you can use a Script step to process a list of records within a custom action.
- Set Max Results to improve performance
- Set the Max Results input to 1000 records or lower to improve the performance of your action. The more records that the system has to look up, the more system resources it takes to identify and process them.
- Use conditions to filter records
- Use conditions to limit the number of records the step returns. The more specific conditions that you can provide, the better performance your action has.