You can use the Workflow Studio functionality that is integrated within Table Builder to manage your table's record-based flows. You can manage these flows by using the Flows tab.

Workflow Studio is a Now Platform® feature that enables process owners to automate work. Build multi-step flows from reusable components without having to code.

The Flows tab within Table Builder is where you can view and work with record-based flows for a selected data table (that is, actions that are triggered when a table record is created or updated or both).

Figure 1. Flows tab

The following diagram shows flow cards in Table Builder.

Flows tab.

Find a record-based flow

Use the Flows tab in Table Builder to search and filter a list of flows that are triggered when selected table records are updated, created, or both.

Before you begin

Role required: personalize_forms, personalize_dictionary, and flow_designer permissions (or relevant AES user role and delegated developer permissions). For more information, see Delegate developers using AES.

Procedure

  1. Launch Table Builder as described in Accessing Table Builder.
  2. Select the Flows tab.
    The flows triggered by the selected table are listed as flow cards.
Figure 2. Flow cards list
Flows list.
  1. Filter or search the list of flow cards as needed to find the desired flow.
    Table 1. Find the desired flow card
    Option Steps
    Search text Type a keyword in the Search box. The list of cards will be filtered as you type.
    Sort flows Select an option from the sorting list to sort the flow cards.
    1. Flow name (a to z)
    2. Flow name (z to a)
    3. Updated by (a to z)
    4. Updated by (z to a)
    5. Updated (recent to last) - Default option
    6. Updated (last to recent)
    Filter flows by setting up filter criteria
    1. Select the filter icon (Filter flows.).
    2. Add your filter condition criteria including any AND/OR logic.
    3. To add additional conditions, select + New condition set.
    4. Select Apply.

What to do next

Add a record-based flow

Add flows that are triggered when a table record is updated, created, or both updated and created by using the Flows tab in Table Builder.

Before you begin

Role required: personalize_forms, personalize_dictionary, and flow_designer permissions (or relevant AES user role and delegated developer permissions). For more information, see Delegate developers using AES.

Procedure

  1. Launch Table Builder as described in Accessing Table Builder.
  2. Select the Flows tab.
  3. Select the Add new flow button.
  4. On the New Flow form, fill in the following fields for your new flow.
    Table 2. New Flow form
    Field Description
    Name Name to uniquely identify your flow. The system computes the internal name of the flow from the name.
    Description Description of your flow.
  5. (Optional) To enter advanced options for your flow, select Show advanced options on the New Flow form.
    Table 3. Advanced options
    Field Description
    Protection Option that you can select if the flow is read-only. You can only select a value when you create the flow in an application scope that you own.
    Run as

    Option to specify the user that runs the flow. You can select the system user or the user who initiates the session. Select the user who initiates the session option when updates should come from the user who triggered the flow. For example, use this option when you want the incident record comments to come from the user who started the flow. Settings for the Run as option in a flow don't apply to child subflows.

    To create a flow that can run with a personal OAuth token, select the user who initiates the session option. If the user who is running the flow has a personal OAuth token, the flow runs with that token. For more information about creating a personal OAuth token, see OAuth 2.0 credentials.

    When flows run as the user who initiates the session, the system limits the flow actions by user access control list (ACL) restrictions. Ensure that security restrictions don't prevent users who trigger the flow from performing flow actions. Flows that are run by the initiating user also respect user-specific settings, such as the date/time formats.

    Note: Inbound email flows ignore this setting and always run as the user who initiates the session. To test access controls for an inbound email flow, impersonate a typical inbound email user and manually trigger the flow.
    Run with roles Roles that the flow runs with. This option is only available when Run as is set to user who initiates the session.
  6. Select Continue.
  7. Choose the event that your flow will be triggered by.
    OptionDescription
    When the record is created Create a flow that is triggered when a record in the selected table is created.
    When the record is updated Create a flow that is triggered when a record in the selected table is updated.
    When the record is created or updated Create a flow that is triggered when a record in the selected table is created or updated.
    The flow that you just created is displayed in the flow diagramming view. See Flow diagramming view.
  8. Select Add node, and then select one of the following options to modify your flow:
    Option Description
    Action

    Select the desired action. Workflow Studio includes Workflow Studio actions that are available to flows and subflows. Alternatively, a user with the action_designer role can create additional actions to add to flows. The Integration Hub and Spokes plugins install additional actions.

    To add draft actions from the More Actions menu, set Show draft actions to true.

    To view spokes that are available in the ServiceNow Store, set Show store spokes to true from the More Actions menu.
    Note: Under Not Installed Spokes, the system displays spokes that are available in the ServiceNow Store based on compatibility with the ServiceNow version and application dependency on Workflow Studio.
    Flow Logic Select an option to specify conditional or repeated operations.
    Subflow Select a published subflow and define the input values. In addition to adding a subflow as a flow action, you can enable the Show triggered flows option from the More Actions menu to select an activated flow and define the required inputs. Running a triggered flow ignores its trigger conditions and runs all actions.
    Note: Alternately, you may toggle the Workflow Studio default view from the view selector, and then select Add an Action, Flow Logic, or Subflow in that view of Workflow Studio. For more information, see Flow diagramming view.
  9. Continue modifying your flow in Workflow Studio.
    Note: For detailed information on how to work with flows for your application, see Create a flow.
  10. Select Save.
    Workflow Studio saves a draft of the flow, trigger, and actions.

What to do next

Test your flow until you're ready to activate it. For more information on testing and editing flows, see Activate a flow.

Note: Your application can trigger only activated flows. For detailed information on how to design, test, and activate flows for your application, see Flows in Workflow Studio.
To return to the comprehensive list of flows related to the selected table after editing a flow, select the Additional actions ( Additional actions menu.) menu to the right of the Flows tab, and then select All flows as shown in the following example.
Figure 3. All flows
All flows.

Modify a record-based flow

Edit flows that are triggered when table records that you select are updated, created, or both updated and created by using the Flows tab in Table Builder.

Before you begin

Role required: personalize_forms, personalize_dictionary, and flow_designer permissions (or relevant AES user role and delegated developer permissions). For more information, see Delegate developers using AES.

About this task

The Flows tab in Table Builder provides a list of flows that are triggered by record changes to a table and enables you to manage them from the record table that triggers the workflow.

Procedure

  1. Launch Table Builder as described in Accessing Table Builder.
  2. Select the Flows tab.
    The available flows that are triggered by the table are listed as flow cards.
  3. Filter or search the list of flow cards as needed to find the desired flow.
    See Find a record-based flow.
  4. Select a flow card to open the flow for editing.
  5. Edit the record-based flow by using Workflow Studio.
    For detailed information on how to work with flows for your application, see Create a flow.
    Note: To return to the list of flow cards that are related to the table, select the Additional actions ( Additional actions menu.) menu to the right of the Flows tab, and then select All flows.
  6. Select Save.

What to do next

Test your flow until you're ready to activate it. For more information on testing and editing flows, see Activate a flow.

Note: Your application can trigger only activated flows. For detailed information on how to design, test, and activate flows for your application, see Flows in Workflow Studio.
To return to the list of flows related to the table that you selected after you edited a flow, select the Additional actions ( Additional actions menu.) menu to the right of the Flows tab, and then select All flows as shown in the following example.
Figure 4. All flows
All flows.

Delete a record-based flow

Delete a record-based flow by using the Flows tab in Table Builder.

Before you begin

Role required: personalize_forms, personalize_dictionary, and flow_designer permissions (or relevant AES user role and delegated developer permissions). For more information, see Delegate developers using AES.

Procedure

  1. Launch Table Builder as described in Accessing Table Builder.
  2. Select the Flows tab.
    The available flows that are triggered by the table are listed as flow cards.
  3. Filter or search the list of flow cards as needed to find the desired flow.
    See Find a record-based flow.
  4. Select the Additional actions ( Additional actions menu.) menu in the top-right corner of the flow that you want to delete, and then select Delete from the list of options.
  5. In the delete confirmation window, enter DELETE, and then select Delete.
  6. Select Save.

Copy a record-based flow

Create a new record-based flow from an existing flow by using the Flows tab in Table Builder.

Before you begin

Role required: personalize_forms, personalize_dictionary, and flow_designer permissions (or relevant AES user role and delegated developer permissions). For more information, see Delegate developers using AES.

Procedure

  1. Launch Table Builder as described in Accessing Table Builder.
  2. Select the Flows tab.
    The available flows that are triggered by the table are listed as flow cards.
  3. Filter or search the list of flow cards as needed to find the desired flow.
    See Find a record-based flow.
  4. Select the Additional actions ( Additional actions menu.) menu in the top-right corner of the flow that you want to delete, and then select Copy from the list of options.
  5. In the Create a copy of the flow window that appears, enter a name for the new flow that you want to create from the existing flow, and then select Copy.
  6. Edit your new flow by using Workflow Studio.
    For detailed information on how to work with flows for your application, see Create a flow.
  7. Select Save.
    Note: To return to the list of flows after editing a flow, select the Additional actions ( Additional actions menu.) menu to the right of the Flows tab, and then select All flows.