Show List of Records activity

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Show List of Records activity

    The Show List of Records activity enables you to display a filtered list of records to end users within a playbook, based on specified conditions. This activity helps you present relevant data dynamically during a playbook execution, enhancing user interaction and decision-making.

    Show full answer Show less

    Key Features

    • Roles and Availability: Available as a common activity for users with admin, playbook.admin, or pdauthor roles.
    • Configurable Inputs:
      • Label and Description: Set the title and informational text displayed on the activity card.
      • Run Condition: Define conditions that determine when the activity or the encompassing stage runs, using data from prior activities.
      • Start Rule: Choose when the stage or activity starts, either at playbook start, stage start, or after specific stages or activities finish.
      • Start with Delay: Optionally delay activity execution by a set duration.
      • Table and Fields to Show: Specify the target table and the fields to display as columns in the list.
      • Wait for User Input: Option to pause the playbook until a user manually completes or skips the activity (editable only by playbook.admin role).
    • Advanced Inputs: Additional optional configuration for task assignment, including assignment group and assigned user.
    • Conditions: Use condition builders to filter which records appear in the displayed list.
    • Outputs: The activity outputs a reference to the selected record and the list of displayed fields, enabling integration with subsequent playbook activities.

    Practical Use for ServiceNow Customers

    This activity empowers you to dynamically display relevant data within playbooks, guiding end users through processes with contextually filtered record lists. By configuring start rules, delays, and wait options, you can precisely control when and how users interact with these records, improving workflow efficiency and user engagement. Additionally, output references enable seamless data handoff to subsequent steps, supporting complex automation scenarios.

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