Custom variables

6 min

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Custom variables are similar to scenario variables, but they are defined at the organization or team level.

Use custom variables when you need:

Data shared across multiple scenarios

Settings that control how scenarios behave (for example, TestMode = true/false)

Values that persist between scenario runs

Team or organization-wide configuration values

Custom variables are available only on Pro, Teams, and Enterprise pricing plans. See Make pricing for more information.

For each variable, you need to identify the:

Name (permanent variable name)

Data type (text, number, Boolean, or date)

Value (the actual value of the variable)

Here are some situations for which you might use custom variables:

Keep track of a value between multiple scenario executions

Share a value between different scenarios

Set a global variable that various scenarios leverage. For example TestMode = true/false so the scenario routes differently according to the value.

Change the behavior of a scenario without modifying the scenario blueprint. For example, myLimit=20 set as a custom variable in the Limit field of a module.

Variables are not meant to store secrets. Don’t use them for anything sensitive!

Variable values are not encrypted as they are stored in plain text. Don’t use variables to store passwords or any other sensitive data. Be aware that other team members and organization admins can access all custom variables.

You can create custom variables at the organization level and at the team level.

Decide if you want to create an organization variable or a team variable.

For organization variables, go to the organization dashboard and click Org Variables > Add organization variable.

For team variables, go to the team dashboard and click Team Variables > Add team variable.

Fill in the following information:

Field	Description
Name	This field is mandatory and you cannot change it after you save it. The name is the identifier of the variable. The name must contain only letters, digits, or the symbols $ and _. The name cannot start with a digit. The name must contain a maximum of 128 characters.
Data type	Choose the variable data type from the dropdown menu Number Text Boolean Date
Value	Enter the value for your variable. You can use letters, digits, spaces, and special characters. Value cannot be empty.

Click Save to save your custom variable.

Your new variable will appear in the list of variables. Click the scenarios icon to see a list of scenarios using the custom variable.

Usage of a custom variable in a scenario

To preview the variable value, hover over the individual value field.

Organization variables

	Owner	Admin	Member	App Developer
Can access organization variables	X	X	X	X
Can edit organization variables	X	X
Can add organization variables	X	X
Can delete organization variables	X	X

Team variables

	Team Admin	Team Member	Team Operator	Team Restricted Member
Can access team variables	X	X	X	X
Can add team variables	X	X		X
Can edit team variables	X	X		X
Can delete team variables	X	X		X

You can use a custom variable at the organization or team level to easily switch the value and control how a scenarioworks. Here, a custom variable called debugMode is boolean, and if the value is true an email will be sent to a team member. If you change the value to false at the team level, the scenario will end after adding a row to the Google Sheets document.

Decide if you want to create an organization variable or a team variable.

For organization variables, go to the organization dashboard and click Variables > Add organization variable.

For team variables, go to the team dashboard and click Variables > Add team variable.

In this example, we are using a team variable.

Enter your variable Name, Data type, and Value.

Name: debugMode

Data type: boolean

Value: Yes

Click Save to save your custom variable.

In your scenario, add a Tools > Set variable module.

Set the Variable name to city and the Variable value to Madrid.

Click Save.

Add a Weather > Get current weather module.

In the I want to enter a location by field, select cities. In the City field, map the value to the city variable that you set in step 3.

Click Save.

Add a Google Sheets > Add a row module and create a connection.

In this example, we have a Google Sheets document called Weather report saved in My Drive. This file has headers for the date, city, average temp, status, and description.

Connect to this file and map values as shown:

Field	Mapped value
date	formatDate(now; "DD-MM-YYYY")
city	Scenario variable city
average temp	Weather app value Temperature
status	Weather app value Status
description	Weather app value Description

Click Save.

Add an Email > Send an Email to a Team Member module and create a connection.

In the To field, select the member of your team you want to send the email to. In the Subject field, enter a relevant subject. In the Content field, enter the text of your email, mapping the information you want to share with your team member. You can use HTML tags. Click Save.

In your scenario, between the Google Sheets and Email modules, click the wrench icon to set up a filter.

Label: Debug mode?

Condition: Map the condition to the debugMode custom variable.

Change the operator to Boolean operators: Equal to and enter true in the field.

Click Save.

Click the save icon to save your scenario and click Run once to test.

If your custom variable value is yes, an email is sent to your team member.

If the custom variable value is no, the email is not sent after the weather information is stored in the Google Sheets document.

Custom variables

Use custom variables when you need:

Create a custom variable

Edit a custom variable

Delete a custom variable

Check custom variable history

User permissions for custom variables

Example: Use a custom variable to control a scenario

Custom variables

Use custom variables when you need:

Create a custom variable

Edit a custom variable

Delete a custom variable

Check custom variable history

User permissions for custom variables

Example: Use a custom variable to control a scenario﻿﻿

Example: Use a custom variable to control a scenario