Add Record Stage
The Add Record stage allows you to insert a new record into a selected repository by mapping fields with custom, calculated, or variable values depending on the field type.
Add Record
Interface Overview
1. Select Repository
Choose the repository where the new record should be added.
2. Fields Mapping
Each field in the repository can be mapped using the dropdowns:
Select Field
Choose the field from the repository you want to populate
Select Value
Choose how the field will be populated: Custom, Calculated, or Variable.
Field Behavior by Type
A. Field Types Supporting Custom and Variable Value
Single Line
Multi Line
Email
Checkbox
Lookup
Multiselect
Select
Attachment
User or Group
Hyperlink
Location
When selected:
Custom → Shows a simple text field to manually input a value (e.g., Name>>Custom>>"Raaghav").
Variable → Shows a dropdown of all available variables.
If the variable is a record or records type, an additional text field is shown to specify the record parameters.
B. Field Types Supporting Custom, Calculated, and Variable Value
Decimal
Number
Date
When selected:
Custom → Displays a text input (e.g., enter 200.5 for a decimal).
Calculated → Displays a multi-line expression editor for formulas or expressions (e.g., {{Total}} * 0.18).
Variable → Displays a dropdown with all workflow variables. If variable is from a record or records type, additional field appears to input parameters.
Example
To add a record to a "Candidate Applications" repository:
Name
Custom
Display a text field Manually enter: "Raaghav"
Variable
Displays a dropdown with all available variables
Experience
Calculated
Displays a multiline text area. Enter calculated expression like: {{Years}} + 1
Date of Joining
Custom
Displays a date picker or text field to manually enter/select the date
Education
Variable (Record type)
Displays a dropdown of variables and a text field to enter record-specific parameters
Best Practices
Use Custom for fixed text/numeric input.
Use Variable for dynamic inputs from earlier stages.
Use Calculated for formulas involving variables or expressions.
Add Record Stage Under For Each
This document explains how to configure and use the Add Record stage inside a For Each stage to create new records dynamically based on a list or collection from a repository.
Overview
The For Each stage is used to iterate over a list of items (typically a repository containing multiple records). Within it, the Add Record stage is used to insert a new record for each item that matches an optional condition.
For Each Stage – Configuration
1. Select Repository
Choose the repository you want to loop over. Example: Candidate
2. Condition
You can apply a condition to filter which items should be processed.
Example Condition: Status == "Shortlisted" This ensures only shortlisted candidates are processed in the loop.
Add Record Stage – Inside For Each
This stage is used to create a new record for each item in the loop.
Configuration Steps
1. Select Target Repository
Choose where the new record should be added. Example: Interview Schedule
2. Field Mapping
For each field in the target repository, define how its value will be populated:
Text, Email, Select, Checkbox, Lookup, Location, User or group, Hyperlink, Attachment, etc.
Custom, Variable, For Each Repository
Custom: Text field
Variable: Dropdown of variables
For Each Repository: Dropdown of fields
Decimal, Number, Date
Custom, Calculated, Variable, For Each Repository
Custom: Text/Date input
Calculated: Multiline expression editor
Variable/For Each: Dropdown or item path
"Select Value" Options (Dropdown Explanation)
Custom
Manually input a fixed value. Example: "Scheduled"
Calculated
Use expressions like {item.Score} * 0.r
Variable
Select from available workflow variables (outside loop context)
For Each Repository
Select from fields of the current item ({item}) being looped. Dropdown shows fields like Name, Email
Example Scenario
Goal: For every shortlisted candidate, add a record to the Interview Schedule repository.
For Each Stage:
Repository: Candidate
Condition: Status == "Shortlisted"
Add Record Configuration:
Candidate Name
For Each Repository
Select Name → becomes Name
Candidate Email
For Each Repository
Select Email → becomes Email
Interview Date
Custom
Manually pick a date or enter fixed value
Score Weight
Calculated
Enter {Score} * 0.5
Interviewer
Variable
Select {AssignedInterviewer}
Add Record Stage Under Condition Stage
The Add Record stage can be placed inside a Condition stage to create a new record only when specific criteria are met.
Condition Stage – Overview
Purpose:
The Condition stage evaluates a boolean expression using workflow variables. If the condition returns true, the nested stages (like Add Record) are executed. If false, they are skipped.
Configuration:
Add a Condition Stage:
Drag and drop the Condition Stage into your workflow.
Choose “Condition” (not Condition Set).
Set logic (e.g., AND).
Select variable: Total Score
Condition: Greater Than or Equal To
Value: 5
Add Record Stage – Inside Condition:
This stage is used to insert a new record only when the condition evaluates to true.
1. Select Repository:
Choose the repository where the new record should be added.
Example: Offer Letters
2. Field Mapping:
Text, Email, Select, Checkbox, Lookup, Location, User or group, Hyperlink, Attachment, etc.
Custom, Variable
Custom: Text field
Variable: Dropdown of available variables
Decimal, Number, Date
Custom, Calculated, Variable
Custom: Text/Date input
Calculated: Multiline expression editor
Variable: Variable dropdown
Example Scenario
Goal: If a candidate is selected, create a new Offer Letter record.
Condition Configuration:
Select variable: Total Score
Condition: Greater Than or Equal To
Value: 5
Add Record Configuration (inside true path)
Candidate
Variable
${Variable:Candidate_Name}
Variable
${Variable:Candidate_Email}
Offer Status
Custom
"Draft"
Salary Offered
Calculated
{Candidate:ExpectedCTC}*1.1
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