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Data powers every great workflow. Whether you're verifying a record, pre-filling a form, or routing a task based on external information, you need the right data at the right time — without extra clicks or complexity.
The Search Data step in Intellistack Streamline makes it easier than ever to bring live data into your workflows with precision and control.
What the Search Data step does
The Search Data step allows you to look up and pull in external data into a workflow. You define the search criteria, either through a form or a previous step, and Streamline handles the rest, pulling in the matching record for use in downstream logic, documents, and tasks.
This makes workflows smarter and more dynamic by connecting them to live, real-world data without the need for manual work.
What you can do with it
The Search Data step unlocks flexible, powerful data-driven workflows across a wide range of use cases:
- Prefill downstream steps like documents or eSignature fields with up-to-date data from your EHR, CRM, or database
- Automate branching logic based on search results — including cases where no match is found
- Use workflow inputs as search criteria, so steps earlier in the workflow (like a webhook or form submission) can trigger a targeted data lookup
- Control how results are handled, including selecting the first match, returning an error, or allowing the workflow to continue without a result
Because it’s built on Streamline’s robust form and workflow framework, you can fully customize the experience, including labels, validation, and conditional logic, without writing code.
Who it's for
The Search Data step is designed for users who want to create flexible, intelligent workflows that pull in external data as part of the process.
Whether you're in healthcare, education, finance, or operations, if your workflow needs to connect to other systems or data sources, this step gives you the tools to do it — without middleware like Zapier, Make, or custom-built scripts just to bridge the gap.
Already using workflows with Data Activation?
The Search Data step replaces our legacy Activate Data step, which previously handled similar functionality in a more limited way.
If you’ve built workflows using Activate Data, we recommend transitioning them to use the new Form Step + Search Data Step structure. All new workflows now use Search Data, and the old Activate Data step will be deprecated in a future release.
Updating now ensures your workflows remain supported, and unlocks new capabilities that weren’t possible before.
Learn more
Need help setting up a search or transitioning an existing workflow?
Check out the Search Data Step walkthrough in our Help Center, or reach out to your Intellistack CSM for one-on-one guidance.
Available now
The Search Data step is available to all Intellistack Streamline customers today. Start building more powerful, data-connected workflows with less overhead and more control.
We can’t wait to see what you create.
