Using Repeating Records in the Search Data Step

The Search Data step retrieves records from a connected data source so a workflow can use that data. With repeating records, the step can return a parent record plus selected child and grandchild records in one search, such as a patient with visits and lab results or an account with contacts. The related records become collections that downstream steps can use.

Note: This article covers working with related records in the Search Data step. For general setup of the step, see Search Data Step Walkthrough. For an overview of repeating data across Streamline, see Working with Repeating Data (Collections) in Streamline.

Who Has Access?

Access follows existing project-level permissions. The workflow must also have access to the connected data source at run time, because records are read from that source when the workflow runs.

Key Capabilities

• Retrieve related records with the parent record. Search for a parent record and return selected child records in the same step.
• Return selected entities as collections. Enable Repeated records on the primary entity, linked child entities, or both, depending on which records the workflow needs to carry as collections.
• Retrieve child and grandchild records. Return related records up to two nested levels below the parent: child and grandchild records.
• Filter, sort, and limit records. Use Search Data filters, sort order, and record limits to control which records are returned for each entity.
• Use the records downstream. Downstream steps that support repeating records can reference each returned collection.

Part 1: Confirm the Dataset Relationships

Before you configure Search Data for repeating records, confirm the dataset includes the parent-child relationships you want to use.

1. Go to Data > Datasets and open the dataset used by your workflow.
2. Confirm the parent entity is set, such as Patient or Account.
3. Confirm the related child or grandchild entities are included, such as Visit, Lab Result, or Contact.

Note: Only relationships defined in the dataset and exposed by the connected data source are available in the Search Data step.

Part 2: Configure Repeated Records

Enable repeated records, filters, sorting, and record limits in the Search Data step.

1. Open the workflow in the builder and select the Search Data step.
2. Enable Repeated records on the primary entity, a linked child or grandchild entity, or all of them, depending on the records the workflow needs.
3. Set Primary search criteria to control which primary records are returned.
4. Use Other entity filters to control which linked child or grandchild records come back under each matching primary record. These filters trim the related records under the matching primary record; they do not remove the primary record itself.
   1. Set Number of records for the primary entity and any linked child or grandchild entity with Repeated records enabled. Leave it empty for no configured limit.
   2. Set Sort results by and Direction to control which records are returned first.

Note: If another step, such as a Form Repeating Section, should prefill from Search Data, the related entity must be enabled as repeating before the fields are mapped. A static Search Data field mapping does not automatically become a repeating mapping after Repeated records is enabled; remap the field from the dataset after enabling repeating in Search Data.

Note: Manual search results show primary records 10 at a time. To view more than 10, page through the results and select records across pages. Automatic prefill can include up to 10 primary records.

Tip: Limiting records keeps searches focused and avoids retrieving more data than the workflow needs.

Feature Considerations

• Return related records up to two nested levels below the parent. Parent > child > grandchild is supported. Deeper relationships are not supported in the dataset configuration.
• Primary search results display 10 records at a time. Manual search results show primary records 10 at a time. To view more than 10, page through the results and select records across pages. Automatic prefill can include up to 10 primary records.
• Deeper relationships return fewer records by default. To prevent very large searches, deeper levels return fewer records by default, roughly 50 at the first nesting level and 16 at the second. Use filters or record limits on child records to narrow the child set when you need more relevant grandchild records. You can also move the relationship higher in the hierarchy, keep the hierarchy shallow, or split the deeper level into a separate Search Data step.
• Connected data sources only. Repeating records in Search Data apply to connected data sources. Repeating data that arrives through a webhook is handled by the Incoming Webhook step.
• Collection size guidelines apply. Search results should stay within the supported product-level limits of 50 fields per collection and 50 collections per payload. Collection labels are limited to 100 characters.

Troubleshooting Common Issues