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Use variables in workflows

Insert saved variables into workflow fields, use Variables app actions, and pass temporary execution variables.

Workflows can read saved variables from the field picker, call Variables app actions mid-run, and store temporary execution variables for a single run. Create saved variables first on the Variables page (Create and manage).

What to use them for

UseExample
Fill action fields without typing the same value in every stepSupport inbox = ops@example.com in email “To” fields
Keep environment-specific values out of the canvasCRM base URL for staging vs production
Flip behaviour without editing the graphApprovals enabled = True / False
Store dates the process depends onQuarter end as a date
Update a shared value during a runVariables app action Update Variable

Insert a variable from a field

In a step field that supports dynamic input:

  1. Open the + picker on the field.
  2. Choose the Variables tab.
  3. Select a saved variable (or an execution variable when one exists for this run).

At run time Automate replaces the reference with the current stored value.

1 Open the + picker on a field. 2 Choose Variables. 3 Select a saved variable to insert it.

Variables app actions

ActionWhen to use it
List VariablesSee which variables the project can access
Get VariableRead a value into a later step
Update VariableChange a saved variable’s value mid-run (for example increment a counter)
Set Execution VariableStore a temporary value for this run only
Get Execution VariableRead a temporary value set earlier in the same run

Execution variables

Execution variables exist only for one workflow run. Use them to pass temporary data between steps. Do not put long-lived business settings here; create a saved variable instead.

Example: temporary request id

Goal: Pass an id between steps in a single run without saving it permanently.

  1. Add Set Execution Variable with key requestId and the value from an earlier step.
  2. Later steps use Get Execution Variable (or the Variables picker exec entries) to read requestId.
  3. The value disappears when the run finishes.

Example: shared support inbox

Goal: Several email steps should always use the same inbox.

  1. Create a Text variable named Support inbox with value ops@example.com (Create and manage).
  2. Leave Project empty if every project should use it, or pick one project to limit scope.
  3. In each email step’s To field, insert Support inbox from the Variables tab.
  4. When the address changes, update the variable once. Future runs use the new address.

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