When building an Automation, you may choose the “Find records” action. This will look for records matching specific conditions that you can specify within the action settings.
Prior to adding this action, you’ll need to configure an automation trigger. You can learn more about each available trigger here. Once you’ve configured and tested the trigger you can move on to adding the “find record” action.
Add a “Find records” action
Once your automation trigger is configured and tested you can add an action. Start by clicking the “Add action” button under the trigger step, and then select the “Find records” action.
Next, you'll see that you will need to choose between finding a record based on conditions or records within a certain view. In our example, we will choose to find records based upon a condition. But you can learn more about finding records in a certain view in a later section of this article.
In the example below, we want to find records where the due date is equal to today’s date. Note that the conditions are set where the "Due Date" field is today.
Similar to using view filters, you can choose to use either an “And” condition or an “Or” condition. We do not currently provide a way to combine these conditions within the automation conditions.
Run a test
Once this is configured, make sure to test the action by clicking “run test”. Running a test confirms that the action is configured correctly, and saves record data to use in later steps.
Add a following action
Afterward, you can add another action to determine what step to take (as long as at least one record was found using find records). One recommendation is to use the update record action in order to update a single record in another table using data from the records found using the "find records" action outlined in this article. For instance, you could automatically link all the tasks from one table that match the conditions you've set in the Find records step to a single project record in another table. However, you're free to use any automation action that's most helpful for your workflow!
If you'd like to see an example of using the "Find Record" action in a multistep workflow (coupled with the "Update Record" action) check out this guide
on linking existing records.
Static and dynamic conditions
While setting up the "Find records" action you may notice a small cog icon ⚙ next to the condition that you are setting up. Clicking on the cog will bring up a menu to choose from static or dynamic values.
Static conditions are values that you manually add in order to look for the same value in a certain field every time. Dynamic conditions will change depending on the variables set up in a previous step in the automation you are building out. After clicking the "Dynamic" option you should see a blue and white plus sign icon appear in that condition's setup window.
Any conditions you set will default to the static conditions option, so anytime you want to use a dynamic condition you will need to change it to be dynamic via the cog menu.
At the moment, it is only possible to use a date or single-line text field when using the dynamic conditions option.
Finding records based on a view
Sometimes you may have already set up certain conditions in a view using filters or hidden fields in a view in your base. In these cases, rather than recreating the same conditions in the find records automation action, you can simply choose to find records in that view.
While setting up the "Find records" action step you will see an option to choose to find them based on a view.
Next, select the view that you would like the automation to find records within. As a reminder, don't forget to test the action step at this point.
If you “Find Records” based on a view, and then render those records as an HTML list or grid in an email, the records will be rendered in the same order as they were in the view.
We do not currently support rendering "Found" records in their view order if the records have been grouped
Meaning, that you can use the following workflow to send an email with a custom order for your records:
- Create a view and sort the records however you like
- Set up an automation, that when triggered, will use the "Find Records" action to find records based on your previously created view
- Use the "Send email" action to send an email listing the records you just found, as either an HTML list or grid, in the same order as they were presented in your view
To learn more about the basics of sending emails via automations check out this article.
In actions that include the option to render found records as a list or grid, such as the "Send email" action
, there is an option to include a link to the view where the rendered list or grid of records is coming from.