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Variables let workflow steps reuse data from the trigger or previous actions.

Use variables when a workflow should carry context forward, such as a contact email, deal value, invoice number, created task ID, or assigned user.

Use Variables In Fields

Select a trigger or action node.
Open the configuration panel.
Choose a field that supports variables.
Insert a variable from the available sections.
Save the workflow.

Available variables depend on the trigger and the steps before the selected node.

Variable sections can include trigger data, records from previous steps, and records created by earlier actions. If a variable is missing, select the node where you want to use it and check whether the record exists before that point in the workflow.

Choose Variables Deliberately

Use the most specific variable available. For example, use the invoice number when the message is about an invoice, not a generic record name. Specific variables make notifications and created records easier to understand later.

Use customer-safe variables in customer-facing messages. A contact name, invoice number, appointment time, or document title is usually appropriate. Internal IDs, raw status names, debug fields, and private notes are usually not.

Resource Panel

Use the resources panel to understand which records are available at different points in the workflow. This helps explain why some actions or variables appear in one part of the flow but not another.

Resource-backed fields can also show workspace options such as users, stages, or project templates when the action schema asks for them. Prefer selecting a resource option when available instead of typing free-form ids.

Selected resources are safer than typed IDs because they reduce mistakes when names, stages, or templates change.

Use Variables In Messages

Write the sentence first, then insert variables where the user expects specific context. For example, a useful task comment says which invoice, contact, or deal needs attention. A weak message only says that "a record changed."

After inserting variables, read the whole message aloud as if the value were blank. If the message becomes confusing, add a condition before the action or rewrite the copy so missing optional data does not break the meaning.

Practical Examples

Use trigger contact email in a notification.
Use a created contact record in a later create-task action.
Use trigger deal value in a condition.
Use the user resource list when assigning work.
Use a project template resource when creating a project.

Test Variable Output

Run a simulation or safe test record and read the generated message, task, or record exactly as a user would see it. Confirm blank variables, wrong names, or raw placeholders are fixed before publishing.

Troubleshooting Missing Variables

Confirm the trigger has sample payload data.
Confirm the previous action creates the record you expect.
Confirm the selected node is after the trigger or action that provides the data.
Save the workflow and reopen the resource panel if the context looks stale.
Run simulation and review context sections.

Troubleshooting

If a variable appears blank in an output, check whether the source record has a value and whether the action runs after that value exists.

If the resource panel looks stale, save the workflow, reopen the builder, and rerun simulation with a current sample.

If a variable is optional, write surrounding copy that still makes sense when the value is blank, or add a condition before the action.

Use Variables And Resources