Collect User Data activity

  • Release version: Australia
  • Updated March 12, 2026
  • 4 minutes to read
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    Summary of Collect User Data activity

    The Collect User Data activity enables you to gather inputs from users during a playbook run for use later in the same playbook. It is designed for scenarios where you do not have a table to store data, do not need to run reports on the collected data, and do not require the data outside the playbook context.

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    Important: As of the Australia 26.1 release, this activity is no longer available in the activity picker for new use. Existing uses will continue to function, but new implementations should use the Questionnaire activity, which does not require creating a data definition.

    Key Features

    • Data Collection: Collects user inputs defined by a data definition (created in the sysflowdatadefinition table) and stores responses in sysflowdata during playbook runs.
    • User Access Control: You can restrict who can perform the activity and edit collected data by assigning specific groups or users via the Assignment Group and Assigned To fields. If left unset, any user can access the data.
    • Conditional Execution: Supports run conditions to control when the activity executes based on prior playbook data.
    • Scheduling: Flexible start rules allow the activity or its stage to begin when the playbook starts, after specific stages or activities, and with optional delays.
    • Wait for User Input: Optionally pause the playbook until the user completes or skips the activity; this setting is editable only by users with the playbook.admin role.
    • Outputs: Provides a reference to the collected data record, accessible for subsequent activities via dot-walking using the pill-picker.
    • UI Customization: Allows configuration of how the activity appears during the playbook run.

    Practical Considerations for ServiceNow Customers

    • Use this activity when you need simple, temporary user data collection within a playbook without requiring persistent storage or reporting capabilities.
    • If you already have a table to store data or need broader data use, consider using the User Form activity instead.
    • For new implementations post Australia 26.1 release, transition to the Questionnaire activity to leverage improved capabilities without needing a data definition.
    • Ensure proper assignment of groups or users to control access and editing rights for the collected data, aligning with your organizational roles and security policies.
    • Leverage run conditions and start rules to integrate the activity seamlessly into complex playbook workflows, enabling dynamic user interactions.

    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 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:
    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

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    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 Dot-walking examples.

    UI Layouts

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