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.

Integrate. Automate. Innovate https://docs.workato.com/features/lookup-tables.html © Copyright 2019 Workato Inc. All rights reserved 13
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