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Module 4 - Data Variables and Lookup Table

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575 views

Module 4 - Data Variables and Lookup Table

Uploaded by

Herdian Irwanto
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Module 4

Data Variables & Lookup Tables


Workato University
Intermediate Course
After completing this session, you’ll be able to

● Create variables

● Set up lookup table

● Modify and edit lookup table

● Retrieve lookup table

● Know basic formulas

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Agenda for Module 4 (Setting up Data variables and Lookup
Tables)
1. Creating and updating of variables

2. Account Properties

3. Setting up Lookup Table

4. Lookup Table Actions

5. Lookup Table formulas

6. Table Limits

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Variables By Workato

Workato University
Variables by Workato - Create List

● Create item schema by


clicking ‘add field’ or
modifying schema

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Variables by Workato - Create List

● User is able to modify


schema to change the type
of fields: ‘Name’, ‘Type’,
‘Optional’, ‘Hint’

● ‘Add item to list’ action to


add data into the list

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Variables by Workato - Create/Update

Create recipe-level variables that are usable in a single recipe. Once created, variables can also
be updated within the same workflow

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Creating Variables

● Create variables using simple


action i.e. select app and
action

● Choose from multiple variable


types

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Properties
Account properties: Account-level variables that are usable across all recipes in the account.

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Using Lookup Table

Workato University
Lookup Tables for Cross-Referencing
● Create a lookup table by importing from a
CSV, manually add columns and rows, or add
Access Lookup via recipe
Table here
● To lookup frequently used static data

● To act as a cache for transient information in


particular business processes

● Common use cases:


○ Define field mapping across systems
e.g. given priority name in
ServiceNow, get corresponding
priority value in Jira
○ Logging specific job error details for
future rerun with RecipeOps
○ Reminders Lookup Table

Integrate. Automate. Innovate https://docs.workato.com/features/lookup-tables.html © Copyright 2019 Workato Inc. All rights reserved 11
Manually Setting Up a Lookup Table

Maximum of
10,000 entries

Maximum of
5 columns

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Lookup Tables by Workato - CRUD records via Recipe

● Access lookup tables in recipes using simple


action i.e. select app and action

● Lookup tables are dynamic and can be


maintained/updated via recipes e.g.
New/Updated record in Netsuite will
create/update lookup table values

● Search/lookup entries in a lookup table by one


or more columns.

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Lookup Tables - Lookup entry

● Allows user to search for an


entry/row by any of its values
● Retrieves a single entry
● First matching entry depends on
the values it passed in
● Duplicate entries will only
return one entry

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Lookup Tables - Search entries

● Similar to lookup entry


action
● However, search entries
action return a list of
entries
● Tip: If record is not found,
“Lookup entry” returns an
error while “Search
entries” does not return
an error

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Lookup Tables - Formulas
● Using formulas are as effective as lookup table actions
● Formula format :
○ (table name, column name for search : data pill)[column name for result]
● Performing lookup on in memory table

Output of search entries can be used as in memory lookup table


● Useful when a recipe invokes the lookup function on the same lookup table 1000s of times
● Formula format:
○ lookup( entries pill from search entries action, column name for search : data pill) [ column
name for result]

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Lookup Tables - Formulas

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Lookup Tables Summary

Workato University
Summary
● Creating different variable types
● Creating list
● Setting up lookup table
● Importing and exporting CSV file
● Manual setup of lookup table
● Lookup table actions and formulas

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Next Module:
Error Handling & Troubleshooting
Workato University

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