Workflow Variables

Workflow Variables are used to store values within a workflow process

Variables are used to store data which can then be used within the workflow for decision-making, informational display, or use within a script. Variables by nature are changeable, and are a core concept of all programming languages, as well as “code-less” configuration.

Variable Update Highlight

Throughout the lifecycle of a workflow, the values stored in the variable can be set, modified, queried, and used in scripts and other workflow objects.


Data types of variables

The data type of a variable refers to the type of data it can store.

Workflow variables are available in the following data types:

  • String: A string variable is used for storing text values. String variables can contain multi-line text
  • Number: A number variable is useful for counting and storing number values. Values can either be positive or negative whole numbers
  • Date and time: A date/time variable that is used to store both date and time values
  • Date only: A date variable that is used to store the date component only (no time)
  • Time only: A time variable is used to store a time component only (no date)
  • Entity: A dual-state variable that stores data about an entity eg. Client, Asset or Site

Local vs Public variables

By default, all variables are created as local variables which means they can only be used in the current worfklow canvas. When a Job, or Job Template also contains an OnCreate workflow, it is possible to widen the scope of the variable to “Public” so that a variable can be used in all workflow designers.

Public variable

Creating Variables

To create a variable, ensure that the Variables dockable panel is displayed. This is located on the right of the workflow designer. This panel can be “pinned” to stay open and visible.

  1. Click Add to create a new variable.
  2. Select from either a number, or a string type variable.
  3. Give the variable a meaningful name

Create a workflow variable

Renaming and Deleting Variables

Once a variable has been created, it can be renamed, or deleted. Use the options on the dockable variables panel to perform these functions.

Assigning values to variables

Once a variable has been created, you can assign a value to it by a number of different ways, including:

  1. Explicitly setting the variable to a specific value when it is created, or via a workflow step.
  2. Prompting the user to input a value
  3. Running a script (SQL or Powershell) to set the value
  4. Set the variable from an existing value in a Control Set field

Working with Variables

When a variable is clicked on in the workflow panel, all workflow objects that use that variable will highlight in a different colour. This makes it easy to see which objects are using that variable. Conversely, clicking on a workflow object that contains a variable will highlight the variable in the workflow panel.

See Also

Set / Modify a variable

Set a variable based on user input

Database scripting with SQL that include variables

Branch workflow based on the value of a variable

Workflow Objects