Create Record activity

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Create Record activity

    The Create Record activity in ServiceNow Xanadu allows you to pause a playbook and prompt an end user to create a record via a specified form view. This is useful for gathering user input directly within a playbook by having them fill out a tailored form to create a new record in a selected table.

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    This activity requires configuration of the target table and the form view that users will see. It is available as a common activity and can be added by users with admin, playbook.admin, or pdauthor roles.

    Inputs and Configuration

    • Label and Description: Set the title and informational text displayed on the activity and playbook card.
    • Run Condition: Define conditions based on prior activity data that control when this activity runs.
    • Start Rule: Configure when the activity or its stage starts running, either immediately or after other stages or activities complete, with an optional delay.
    • Table: Specify the target table where the new record will be created.
    • Create Record View: Define the form view users will use to create the record. If omitted, the system uses the table’s default view. You can create or edit form views with the Form Builder.
    • Template Fields: Prepopulate field values during record creation to streamline data entry.

    Outputs

    • Table Name: Identifies the table where the new record was created.
    • Create Record View: Confirms the form view used.
    • Record Created Sys ID: Provides the unique identifier of the newly created record, which can be used in subsequent playbook activities.

    Design Considerations

    • Create custom form views that display only necessary and required fields to simplify user input and ensure data validity.
    • Because Create Record is an interactive activity requiring user input, it may block dependent activities from starting. To avoid delays, design playbooks to execute non-interactive activities before interactive ones like Create Record.
    • Use form views compatible with the user interface (note that many form views are not supported in Workspace).

    Pause the playbook and prompt the end user to create a record in a form view. Use this activity to allow the end user to create a record. This activity requires you to configure the desired table for which record to create, and the desired form view that the end user will see when creating the record.

    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 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:
    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:
    Show additional options to see this field.
    Table Table Name Table in which to insert new record.
    Create Record View String Form view to use for record creation. If you don't provide a form view, the system uses the default view. Use the new tab button a button that opens a new tabto open and edit a form view with Form Builder in a new Workflow Studio tab.
    Note:
    Many form views are not supported in Workspace.
    Template Fields Template Value Field values to set during record creation.

    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
    Table Table Name Table containing new record.
    Create Record View String Form view used for record creation.
    Record Created Sys ID Unique identifier of the record that this activity created.

    Design considerations

    Create form views for activities that you want to render in a playbook during runtime.
    Use a form view to display only the fields your users need to create a record. Your view should display required fields or those fields validated by other business logic. See View Management.
    Run non-interactive activities before interactive activities
    While a Create Record activity interactively gathers data from users, it prevents the playbook from starting any dependent activities. For example, a Create Record activity would prevent starting After Previous activities, which may be in other stages. Where possible, design your playbooks to run non-interactive activities before interactive activities that could block them.