Get Record Stage
Get Record Stage
The Get Record stage is used to retrieve a single record from a specific repository (sheet or table) based on provided filters. The retrieved record can then be used in later stages (e.g., Update Record, Send Email, AI stage, etc.).
Interface Overview
1. Select Repository:
Choose the repository from which the record should be fetched.
Example: Job Tracker, Customer.
2. Filters:
Define the condition(s) to identify the record. You can apply one or more filters.
Filter:
Define how to find the matching record.
Select Field
Choose the field from the repository based on which the filter will work. Example: Email, Record ID.
Select Condition
Select the condition eg: Equal, Not equal, contain
Select Value
Select the value eg. Custom, Calculated, 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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
3. Select Field:
Shows all fields available in the selected repository. Select only the fields you want to retrieve
Example: Get Record Stage – Retrieve Candidate by Email
Use Case:
You want to fetch a candidate’s details from the Job Applicants repository using their email address, which was submitted in a previous form.
Configuration Steps:
1. Select Repository
Select: Job Applicants
2. Filters
You want to filter records where the Email field matches the email received from a previous form stage.
Component
Value
Select Field
Select Condition
Equal
Select Value
Variable → ${Variable:FormInput:Email}
This tells the system: “Fetch the record where the Email equals the email entered in the form.”
Field Behavior Explanation:
Since Email is a "Single Line" type, it supports Custom and Variable inputs.
Custom → You could manually enter [email protected] (for testing).
Variable → Use ${Variable:FormInput:Email} to dynamically get the value from a previous stage.
3. Select Field:
All fields in the Job Applicants repository will be shown. Select the fields you want to use in the rest of the flow. For example:
Candidate Name
Experience
Phone Number
Current Status
Only the selected fields will be fetched and stored.
Output Usage:
Assume you’ve stored the output in a variable named FetchedRecord.
You can now use:
${Variable:FetchedRecord:Candidate Name}
${Variable:FetchedRecord:Phone Number}
${Variable:FetchedRecord:Experience}
${Variable:FetchedRecord:Current Status}
in any subsequent stage like Send Email, Update Record, or AI prompt.
Get Record Stage Under For Each
In QuickAppFlow, the Get Record stage can be nested inside a For Each loop to dynamically retrieve records one by one based on the current item in the loop. This is useful when you want to:
Fetch related data from another repository for each item
Enrich or compare the current loop item with a matching record
Perform conditional operations based on joined data
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.
Get Record Stage – Inside For Each
The Get Record stage inside a For Each loop is used to fetch a related record for the current loop item using one or more filters.
Configuration Steps
1. Select Repository:
Choose the repository from which the record should be fetched.
Example: Job Tracker, Customer.
2. Filters:
Define the condition(s) to identify the record. You can apply one or more filters.
Filter:
Define how to find the matching record.
Select Field
Choose the field from the repository based on which the filter will work. Example: Email, Record ID.
Select Condition
Select the condition eg: Equal, Not equal, contain
Select Value
Select the value eg. Custom, Calculated, 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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
3. Select Field:
Shows all fields available in the selected repository. Select only the fields you want to retrieve
Example: Get Record Stage – Retrieve Candidate by Email
Use Case:
You want to fetch a candidate’s details from the Job Applicants repository using their email address, which was submitted in a previous form.
Configuration Steps:
1. Select Repository
Select: Job Applicants
2. Filters
You want to filter records where the Email field matches the email received from a previous form stage.
Component
Value
Select Field
Select Condition
Equal
Select Value
Variable → ${Variable:FormInput:Email}
This tells the system: “Fetch the record where the Email equals the email entered in the form.”
Field Behavior Explanation:
Since Email is a "Single Line" type, it supports Custom and Variable inputs.
Custom → You could manually enter [email protected] (for testing).
Variable → Use ${Variable:FormInput:Email} to dynamically get the value from a previous stage.
Select Field:
All fields in the Job Applicants repository will be shown. Select the fields you want to use in the rest of the flow. For example:
Candidate Name
Experience
Phone Number
Current Status
Only the selected fields will be fetched and stored.
Output Usage:
Assume you’ve stored the output in a variable named FetchedRecord.
You can now use:
${Variable:FetchedRecord:Candidate Name}
${Variable:FetchedRecord:Phone Number}
${Variable:FetchedRecord:Experience}
${Variable:FetchedRecord:Current Status}
in any subsequent stage like Send Email, Update Record, or AI prompt.
Example Scenario: Get Candidate Details for Shortlisted Applicants
Goal
You have a repository called “Candidate Applications” that contains basic information like candidate name, email, and status. For each shortlisted candidate, you want to fetch detailed job application data (such as qualification, total experience, and expected salary) from a second repository called “Job Applications”, based on the candidate's email address.
For Each Stage Configuration
Configuration
Value
Repository
Candidate Applications
Condition
Status == "Shortlisted"
Loop Variable
item (represents each shortlisted candidate)
Get Record Stage (Inside For Each)
This stage is used to fetch additional details from the Job Applications repository for each shortlisted candidate using their email as the common identifier.
Configuration:
Component
Value
Select Repository
Job Applications
Select Field
Select Condition
Equal
Select Value
For Each Repository → Email (becomes ${Variable:item.Email})
Fields to Retrieve
Qualification, Experience, Expected Salary
Output Variable
ApplicationDetails
How the Workflow Uses This
After retrieving the detailed record, you can:
Use ${Variable:ApplicationDetails:Qualification} in an AI prompt to generate interview questions
Use ${Variable:ApplicationDetails:Expected Salary} in a comparison logic to check salary fit
Send an email to HR with all details for scheduling interviews
Result
For each candidate in Candidate Applications with Status = Shortlisted, QuickAppFlow will:
Loop through the record
Fetch matching details from Job Applications
Store them in ApplicationDetails
Use the fetched data in downstream stages like:
Decision (e.g., Expected Salary < Budget)
Email (Send personalized details to interviewer)
Update Record (e.g., Mark as “Ready for Interview”)
Get Record Stage Under Condition Stage
In QuickAppFlow, the Get Record stage can be placed within a Condition branch to fetch a record only when specific criteria are met. This is useful when you need to selectively retrieve data based on a decision, toggle, or logical condition.
Condition Stage – Overview
Purpose:
The Condition stage evaluates a boolean expression using workflow variables. If the condition returns true, the nested stages (like Get 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: 3
Get 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 from which the record should be fetched.
Example: Job Tracker, Customer.
2. Filters:
Define the condition(s) to identify the record. You can apply one or more filters.
Filter:
Define how to find the matching record.
Select Field
Choose the field from the repository based on which the filter will work. Example: Email, Record ID.
Select Condition
Select the condition eg: Equal, Not equal, contain
Select Value
Select the value eg. Custom, Calculated, 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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
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 → An additional text field is shown to specify the variable as ${Variable:VariableName}
If the variable is a record or records type, an additional text field is shown to specify the record parameters. Eg. ${Variable:VariableName:Field Name}
3. Select Fields:
Shows all fields available in the selected repository. Select only the fields you want to retrieve
Example Scenario: Retrieve Employee Details If Performance Score is Low
Business Goal:
Automatically fetch detailed employee records only if their performance score is less than 3, so the HR team can review and prepare for a Performance Improvement Plan (PIP).
Workflow Flow:
Trigger Stage: Form is submitted by a manager with performance score.
Condition Stage: Checks if the performance score is below 3.
Get Record Stage (Inside Yes branch): Fetch employee details from the Employee Master repository using the employee’s email.
Follow-up Stages: Use retrieved data in an email, AI summary, or assign to HR.
Configuration:
Condition Stage
Field
Value
Variable
${Variable:FormInput:Performance Score}
Condition
Less Than
Value
3
Get Record Stage (Inside Yes Branch)
Field
Value
Repository
Employee Master
Select Field
Select Condition
Equals
Select Value
${Variable:FormInput:Employee Email}
Fields to Fetch
Name, Department, Joining Date, Manager Name
Output Variable
EmployeeDetails
Output Usage
Use ${Variable:EmployeeDetails:Department} and ${Variable:EmployeeDetails:Manager Name} to:
Generate a custom email to HR
Trigger a task assignment
Add to a PIP tracking sheet
Result
Only when an employee’s performance score is less than 3, the workflow:
Fetches their details
Alerts the HR team
Automates the next steps toward corrective action
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