Using variables in Workflows
Variables let you write a workflow once and have each run fill in its own details. Type a name inside double curly braces, such as {{Employee name}}, and Manifestly replaces it with the value for that run wherever it appears: in step instructions, step names, emails, text messages, webhooks and run titles.
There are three kinds of variable:
- Data collection variables pull a value someone entered in the run, from a step's data field or from a run-level workflow field.
- System variables are built in: the run's title and due date, today's date, the person viewing the step, your organization and department.
- Global variables are name and value pairs you define once for your account, such as a help desk phone number or a legal footer, and reuse across workflows.
Where variables work
- Step instructions and step names. The rich text of a step and the step's title, and the titles of its subtasks.
- Emails and text messages sent when a step is completed. The recipient, subject and body. The recipient field only offers variables that hold an email address. See Send custom email on step complete and Send SMS from the completion of a step.
- Webhook bodies. Custom webhook payloads accept every variable plus four webhook-only ones listed below.
- Run titles. The title of a run created automatically from a step can carry variables, and recurring run titles can carry
{{day_of_week}},{{month}}and{{year}}. - Slack messages about a step show the same replaced content.
Insert a variable
You can type a variable by hand, but the editor lists every one available to the step. When editing a step's content, click Show Variables. The panel groups them as System Variables, Data Collection Variables, Workflow Field Variables when the workflow has run-level fields, and Global Variables with each one's current value. Click the clipboard icon next to a variable to insert it at the cursor. The email, text message and webhook forms have the same panel.
Data collection variables
Every data field in the workflow is a variable named after its label. A field labelled Employee name is {{Employee name}}. A field with no label uses its step's title instead, shortened to 60 characters. Run-level workflow fields work the same way. See How to collect data with your workflows.
A field that chooses a row from a data table also exposes each column of that row: {{State.Abbreviation}} gives the Abbreviation column of the row picked in the State field.
How the value behaves in a run:
- Until someone fills the field in, the variable shows as its placeholder, for example
{{Employee name}}. When the value is entered, every place that uses it updates without reloading the page. - If the step holding the field is completed with an optional field left blank, the variable becomes empty.
- If the step holding the field is hidden by conditional logic, the variable is empty. See Conditional Logic in Workflows.
- If two fields share a label, the one with a value wins.
Data collection fields also drive due dates and conditional logic, not only text. See Set Due Dates on Steps.
System variables
Available in every workflow.
| Variable | Value |
|---|---|
{{run.title}} |
The run's title. |
{{run.detailed_title}} |
The run's title followed by the workflow name, or the start date and workflow name when the run has no title of its own. |
{{run.due_date.full}} |
The run's due date, or None. |
{{run.external_id}} |
The external ID set on the run, usually by an integration. |
{{run.participants}} |
The names of everyone participating in the run. |
{{step.name}} |
The current step's title. |
{{step.due_date.full}} |
The current step's due date, or None. |
{{current_date.full}} |
Today's date, in your account's time zone. |
{{current_date.day}}, {{current_date.month}}, {{current_date.year}} |
The day number, month name and year. |
{{current_user.name}}, {{current_user.email}} |
The person viewing the step or completing the action. Left as is when an automation, rather than a person, triggers the replacement. |
{{organization.name}} |
Your account's name. |
{{department.name}} |
The department the run belongs to. |
Webhook bodies can also use {{run.url}}, {{run.archive_url}}, {{run.percent_completed}} and {{run.summary}}.
Global variables
Global variables hold values that many workflows share, so you change them in one place.
- Open Workflows and choose Global Variables from the page menu, or go straight to app.manifest.ly/global_tokens.
- Click to add a variable for a department. Give it a Variable Name in lowercase letters, numbers and underscores, such as
help_center_phone_number, and a Variable Value. - Use it anywhere as
{{help_center_phone_number}}.
A variable created in the master department is available in every department; one created in another department is available only there. The page shows how many steps, content blocks and automations use each variable. Renaming a variable updates every place it is used, and deleting one that is in use asks you to confirm first.
Check a workflow's variables
Open the workflow's Reports and choose Variables. The check lists every variable the workflow uses and where, and flags Missing Variables: names that match no data field, workflow field, global variable or system variable, and so will never be replaced in a run. A typo in a label, or a field that was renamed after the step text was written, shows up here.
Video walkthrough
This video walks through data collection in a workflow, including using the collected values as variables in step content, due dates, conditional logic and emails.