Variables

What are variables?

Variables are an easy way of displaying ‘variable’ information that is unique to each of your checklists.

They effectively act as placeholders for information that you can push data into.

You can use them to cut down on data entry or copy-pasting information from one place to another, and use them to surface any information that might be required to complete a specific task.

Variables examples

Here are some examples of how you can use variables:

  • To create a summary inside a task, so that data is collated in one place for easy review
  • To populate details in your email widget from form fields that were filled out in your checklist
  • To add into checklist run links so that you can pre-fill data in new checklists
  • To pass data to or from other apps via automations

The example in the video below shows how to use variables in an annual leave request process.

Available Variables

Variable information could include the checklist name, checklist created date, or data that was inputted into a form field in that specific checklist.

There are global variables for almost every aspect of a template and checklist, namely:

  • Checklist created by (email) – {{checklist.created_by.email}}
  • Checklist created by (name) – {{checklist.created_by.name}}
  • Checklist created date – {{checklist.created_date}}
  • Checklist due date – {{checklist.due_date.full}}
  • Checklist name – {{checklist.name}}
  • Checklist URL – {{checklist.url}}
  • Current date – {{current_date.full}}
  • Current day of the month – {{current_date.day}}
  • Current month – {{current_date.month}}
  • Current user’s email – {{current_user.email}}
  • Current user’s name – {{current_user.name}}
  • Current year – {{current_date.year}}
  • Organization name – {{organization.name}}
  • Task due date – {{task.due_date.full}}
  • Task name – {{task.name}}
  • Task URL – {{task.url}}
  • Template name – {{template.name}}
  • Template URL – {{template.url}}

Most form fields that you create can also be used as variables, so the more you add the more you can use.

Users: In order to create or edit templates you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.

How to set up variables

First, locate the template you want to add variables to in your template dashboard and click the three dots next to the template’s name.

This opens the template menu on the right-hand side of your screen. Next, click “Edit Template” to open the template editor.

Setting up variables in a text widget

Select the task you want to use and drag and drop a text widget into the center of your screen.

In the example below, we’re creating a summary task from data entered in other parts of our checklist.

Click the magic wand icon in the to right of the widget and then select the variable/s you want to use from the list which appears.

You can use any variable in text widgets, so if you have a lot in your list, type the name of your form field into the search box to narrow down your options.

Save changes to your template when you’re finished editing, and run a checklist to test everything is working as expected.

Pro tip: You can copy the variable (including the curly brackets) and use it elsewhere, such as into the body of an email widget or another text widget. For example: {{form.Employee_Email}} or {{form.Date_of_Birth}}

Setting up variables in an email widget

Select the task you want to use the variable in, and drag and drop an email widget into the center of your screen.

In the example below, we’re using a variety of variables to fill out details in an email widget.

Much like in text widgets, you can click the magic wand next to the fields in an email widget, to push information (a variable) into it from elsewhere in the checklist.

However, when putting a variable into the “To”, “Cc”, or “Bcc” fields on an email widget your options will be limited to pushing in information from:

  • Email address form fields
  • Single line form fields (short text)
  • The current user’s email address (as in, the person using the checklist)

Save changes to your template when you’re finished editing, and run a checklist to test everything is working as expected.

Advanced variable options

Default values
Variables can have a default value set if there is no input into the form field, all you need to do is copy and paste this to the end of the existing variable text before the last two brackets (don’t forget the leading space at the beginning):

 |default:'there'

To set a default value for a variable, follow the below format:

{{form.First_Name|default:'there'}}

To set a blank default value for a variable, follow this format:

{{form.First_Name|default:''}}

URL encode
You can use a URL encode on a variable to make symbols safe to use in a link or Send Email widget. Simply copy and paste this to the end of the existing variable text before the last two brackets (don’t forget the leading space at the beginning):

 |url_encode

Your link containing a variable should look like this if followed properly:

http://google.com?q={{form.Name|url_encode}}

This will ensure your link will not break if your form fields have values with spaces or symbols inside such as “Name”, “Address”, or “Title”.

Spaces in variables
One final thing to note is ‘spaces’ have no effect on variables when not used in a link.

Example:
{{Hey}} is the same as {{ Hey }} and also {{Hey }}

Using variables

When running a new checklist

To use a variable you need to run a checklist from a template where you’ve set them up. Click the three dots next to a template’s name in your template dashboard, and then clicking “Run checklist” on the right-hand side of your screen.

Once the checklist is open, fill out the form fields you are using as variables and then take a look at how the information is pulled through into your email or text widget.

When you create a checklist run link, you have the option to add variables into the link, so that you can pull data from one place (for example another checklist or a CRM) into your new checklist.

Learn more about checklist run links, and also how to use variables in integrations links.


 

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