Fetch data from lookup tables

Some types of workflow require input each time the workflow runs. For example, if you are setting up a workflow to provision app users automatically, you may need to specify the user group to which each new app user should be added.

The simplest option is to use custom fields and forms to request input from someone within your organization each time the workflow is triggered. You can then use the field value in subsequent workflow steps. For example, you might include a form in an onboarding workflow to request the device tag for each new starter's laptop, so that the device can be assigned to them automatically. As forms involve a manual step each time the workflow runs, they are ideal for data that cannot be determined in advance. 

However, if the data required for a workflow run can be determined from information that is already available, then you can automate the data input step using lookup tables. For example, if user groups in a particular app are based on the person's team or location, you can create or import a lookup table to define the mappings between teams or locations and app user groups. Each time the workflow runs, the team or location of the workflow subject is used to fetch the appropriate group from the lookup table. 

Use cases

Lookup tables can be useful in the following situations:

• Provisioning app accounts. You can use a lookup table to add the new app account to a user group based on the person's attributes, for example location, team, or job title.
• Adding a person to 1Password SaaS Manager. You can use lookup tables to set the person type, for example employee, contractor or external, or add people to teams based on other details, such as their location or job title.
• Creating tasks or tickets in external systems. If you have set up an integration to a ticket management system, such as Jira or Asana, you can populate default and custom fields automatically based on values in a lookup table. 

Add and edit lookup tables

To use lookup tables in a workflow, please contact 1Password SaaS Manager Support and Customer Success. We will discuss your requirements and help you to set up a workflow with the appropriate logic. 

You can view and edit existing lookup tables from the workflow editor.

When the workflow runs, SaaS Manager matches the selected field value, such as the person's team or a custom workflow field, to a key in the lookup table and then returns the associated value.