Show List of Records activity

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Show List of Records activity

    The Show List of Records activity in ServiceNow enables you to display a list of records from a specified table that match defined conditions within a playbook. This activity is designed to help you present targeted data to end users, facilitating task tracking and decision-making. It is available as a common activity and can be added by users with theadmin,playbook.admin, orpdauthorroles.

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    Key Features

    • Configurable Inputs: Set a Label and Description for clear identification and context.
    • Run Conditions: Use a condition builder to define criteria that determine when the activity or stage runs, leveraging data from prior activities.
    • Scheduling Options: Define start rules to trigger the activity or stage either immediately when the playbook or stage starts, or after specific stages or activities complete. You can also configure a delay before the activity runs.
    • Table and Fields Selection: Specify the table containing records to display and select which fields appear as columns in the list, enhancing the relevance of displayed data.
    • User Interaction Control: Optionally pause the playbook to wait for manual user completion or skipping of the activity; this setting is editable only by playbook.admin role users.
    • Advanced Inputs: Assign responsibility for the activity by specifying an Assignment Group and/or an Assigned To user to manage task ownership.
    • Additional Filtering: Use conditions to precisely filter which records appear in the displayed list.

    Outputs

    • Record Reference: Provides a reference to the record associated with the activity, enabling downstream playbook activities to use this data.
    • Fields: Outputs the list of system field names that are displayed as columns, useful for further processing or display logic.

    Practical Benefits for ServiceNow Customers

    This activity streamlines the presentation of relevant record lists within playbooks, enhancing visibility into task queues or data sets that require attention. By configuring precise conditions and scheduling, you can tailor when and how data is surfaced to users, improving workflow efficiency and user engagement. Output data integration allows for seamless progression in playbook automation, supporting complex process orchestration.

    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 .
    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.
    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:
    Select Show additional options to see this field.
    Assigned To Reference.User [sys_user] User responsible for completing the task associated with the activity.
    Note:
    Select 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.