The Find Record action in Servis.ai allows you to target a single record across all apps in your instance. This action enables precise record selection using an ID, filter, or pattern, ensuring seamless retrieval based on predefined criteria. If no specific selection is made, the system defaults to the first record in the List View according to the app’s sorting configuration.

How to Set Up the Find Record Action

To configure the Find Record action in Servis.ai, fill out the following fields in the form:

• Name (Required): Provide a descriptive name for the action, such as "Find Lead Record" or "Retrieve Contact Data."
• App (Required): Select the app where the record is stored.
• Choose the Record ID (Optional): Use the dropdown menu to select a specific record by its unique ID.

Filter (Optional): Override the default sorting configuration to refine record selection using specific filters and sorting rules.

• Filter: Apply conditions to narrow down the records based on defined criteria.
• Sort: Arrange the filtered records before selecting the first matching entry.

Example configuration:

• Filter: Select only records where the Lead Stage is set to "Partner."
• Sort: Arrange the filtered records by Created date in ascending order (oldest first).

Pattern (Optional): Input a specific value to retrieve the first record that matches it. This functions similarly to a search query in the List View.

Enter a value in the Pattern field.

The system searches for a record that matches the input.

The first matching record is selected.

You can customize how search results are prioritized by adjusting the search settings:

• Navigate to Settings > Apps > [Your Selected App].
• Open the General tab.
• Locate the Search section to modify preferences.

For example, if you enter "Adam" in the Pattern field, the system will select the first record that matches "Adam" based on your app's search settings.

Special Considerations

If you didn't selected an ID, Filter or Pattern, the action will default to the first record in the List View.

• For example, if you select Contacts as your app but do not choose a specific ID, the system will automatically select the first contact in the All Contacts List View.

How is the First Record Determined?

The order of records in the List View depends on your Sort configuration in the app settings. To adjust this:

1. Navigate to Settings > Apps > [Your Selected App].
2. Open the General tab.
3. Locate the Sort section to view or modify the sorting preferences.

By customizing this setting, you can control which record appears first when no specific ID, Filter or Pattern is selected.

Example Use Case

The Find Record action plays a crucial role in webform automation by ensuring that incoming leads are assigned to the appropriate manager based on predefined criteria. Here’s how it works:

1. Webform Submission

   • A user fills out a webform, providing key details such as Name, Last Name, Country, Industry, and other relevant fields.

2. Record Creation

   • Upon submission, an automation process generates a new record in the system using the provided data.

3. Find Record Activation

   • The Find Record action is triggered to locate a suitable manager based on the submitted information.
   • For example, if the Industry field contains "Technology," the system searches for a manager responsible for technology-related leads.
   • Filters and sorting rules can be applied to refine the search, ensuring the correct manager is assigned.

4. Assignment & Notification

   • Once the appropriate manager is identified, the system assigns the lead to them.
   • A follow-up action then sends a notification, informing the manager of their new assignment.