Reference content in automated workflows

4 min read

When setting up automated workflows, it is possible to reference data generated in previous steps. This article uses a variety of examples to show how you can reference field content for different actions.

Note: The data generated in previous steps cannot be referenced when the At scheduled time trigger condition is activated.

Field types that can reference data in automated workflows

Action	Type	Field types that can reference data	Remarks
Adding new records/Amending records/Searching records	Field type that can reference almost all data.	Text: All referenced content will be automatically converted into text, and checkboxes will be automatically converted into true/false. Single/multiple options: All referenced content will be automatically converted into single/multiple options, and checkboxes will be automatically converted into true/false.	Numbering, attachment, and phone number fields currently cannot be referenced. When referencing a one-way/two-way link field, the result will be the content of the current record's index field. When referencing a checkbox, the result will be automatically converted into true/false. When referencing a link, the result will be automatically converted into the hyperlink's text. When referencing a formula or Lookup field, a Find records action must be added first.
		Field type that can reference data with matching attributes.	Person: All member-related fields can be referenced (creators, editors, and so on.), as can formula and Lookup fields if their results are a person. Date: All date fields can be referenced (date created, last modified date, and so on.), as can formula and Lookup fields if their results are a date. Number: All number fields can be referenced, as can formula and Lookup fields if their results are numbers, currency, and so on. Checkbox: Checkbox fields can be referenced, and formula and Lookup results can also be referenced if their results are true/false. Link: Link fields can be referenced, and formula and Lookup results can also be referenced if their results are a link.	/
		Field type that cannot reference data	Formula, Lookup, one-way link, two-way link, created by, modified by, date created, last modified date, numbering, and phone number fields currently cannot be referenced.	/

Action	Input field	Field types that can be referenced	Remarks
Sending a Lark message	From/to	All member-related fields can be referenced, as can formula and Lookup fields if their results are a person.	/
		Message title	All field types except attachments can be referenced.	When referencing a one-way/two-way link field, the result will be the content of the current record's index field. When referencing a checkbox, the result will be automatically converted into true/false. When referencing a link, the result will be automatically converted into the link's text.
		Message	All field types except attachments can be referenced.	When referencing a one-way/two-way link field, the result will be the content of the current record's index field. When referencing a checkbox, the result will be automatically converted into true/false.
		Button names	Cannot be referenced, must be entered manually.	/
		Button links	Link fields can be referenced, as can formula and Lookup results if their results are a link.	/
Sending HTTP requests	URL	Fields except one-way/two-way link and attachment fields can be referenced.	/
		Input parameters	All field types except attachments can be referenced.	When referencing a one-way/two-way link field, the result will be the content of the current record's index field. When referencing a checkbox, the result will be automatically converted into true/false. When referencing a link, the result will be automatically converted into the link's text.
		Output parameters	All field types except attachments can be referenced.

Reference data generated in previous steps

The figures below help illustrate how you are able to reference data generated in previous steps.

Scenario: When a purchased item is added in "Purchasing", a new record is also added to the table "Inventory management", with information such as the product number and quantity automatically filled in.

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Select record table: Choose which table you'd like to add the record to, such as "Inventory management".

Set record content: Choose what content you'd like to automatically generate in the new record.

Click Select field and select which fields you'd like to automatically fill in, such as "Amount".

Click the + icon on the right of the input bar, hover over Record added in step 1, and click Next.

Find the fields you'd like to add, such as "Purchasing amount", then click Select.

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Reference formulas and lookup fields

Note: When a number field references a formula or lookup field, the field format must be set to the nearest integer, rounded to specified decimal places, currency, or percentage.

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When a formula or Lookup field needs to be referenced, you must first add a Find records action and then reference the information in the field in the next action. See below:

Scenario: When a new record is added to the table "Purchasing", you can choose to add the same record to the table "Inventory management", including the info in the "Total value" field, which is a formula field.

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