# Variables

**Category:** Management

**Version:** 1.0

**Last Updated:**  March 02, 2026

**Author:** Any2Info

***

### Description

Variables allow administrators to define reusable values within a collection.\
They make configurations more flexible and reduce hardcoded values across forms, filters, dashboards, and navigation flows.

The platform supports two types of variables:

* **Static Variables**
* **Collection Variables**

Both types are scoped per collection.

***

### Variable Types

#### Static Variables

Static variables are used to store values that do not change frequently but should remain configurable.

Typical use cases:

* Company GUIDs used in REST node calls
* API endpoints that may change
* A fixed year used in filters
* Configuration flags

Static variables:

* Are managed on the **Variables page** in the platform
* Can be edited at any time
* Changes apply immediately to all new executions and usages
* Have a fixed value set by administrators

***

#### Collection Variables

Collection variables are user-specific and allow storing additional contextual information per user.

Typical use cases:

* External system IDs (e.g., AFAS employeeId, Exact res\_id)
* Employee type (Welder, Finance, IT)
* Flags like “Allowed to approve expenses”
* Conditional form visibility or button access

Collection variables support value resolution based on a defined hierarchy.

***

### Variable Properties

All variables contain the following properties:

| Property    | Description                            |
| ----------- | -------------------------------------- |
| Name        | The name of the variable               |
| Description | Explains what the variable is used for |
| Type        | Text, Numeric, Fraction, or Boolean    |

Additional properties:

#### Static Variables

* **Value** → The configured fixed value

#### Collection Variables

* **Editable by user** → Determines whether users are allowed to modify their own value

***

### Variable Types (Data Types)

Variables are strongly typed and support:

* **Text**
* **Numeric**
* **Fraction**
* **Boolean**

***

### Collection Variable Hierarchy

Collection variable values are resolved using the following precedence order (highest → lowest):

1. **Personal**\
   If set directly on the user, this value is always used.
2. **Authorization Structure**
   * If multiple structure levels contain the variable, the value closest to the root node is used.
   * Higher-level nodes override lower-level nodes.
3. **Authorization Group**
   * Based on sort order.
   * The first group in sort order with a value is used.
4. **Direct Role Assignment**
   * Based on role sort order.
   * The first role with a value is used.

If no value is defined in any level, the variable resolves to:

```
null
```

***

### Usage

Variables can be used in multiple places within the platform:

* As filter values in filter fields and controls
* As values in form nodes
* As fixed filters on dashboards and forms
* In navigation flows
* In integrations such as REST node calls

The exact usage method depends on the configuration location.\
In some places variables are selected via dropdown, in others manual formatting is required.

#### Syntax

Variables are referenced using the following format:

```
{@variableName}
```

Example:

```
{@companyId}
```

***

### Example – Static Variable

**Name:** companyId\
**Type:** Text\
**Value:** 8f9c2d41-6a11-4e6e-98ab-112233445566

Usage in REST node:

```
/api/orders?companyId={@companyId}
```

***

### Example – Collection Variable

**Name:** employeeType\
**Type:** Text\
**Editable by user:** No

Possible values:

* Welder
* Finance
* IT

Usage example:

Show specific form fields only when filterfield uses variable employeeType and equals IT:

<div align="left"><figure><img src="https://870194474-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M_kE41Rl4pOtwKfvvQq%2Fuploads%2FLcTtEELkBYngE97b6Ob3%2Fimage-1.png?alt=media&#x26;token=370ab75e-d7b4-4fde-9a57-2e8c17abf907" alt=""><figcaption></figcaption></figure></div>

This allows dynamic permission control without changing authorization structures.

<figure><img src="https://870194474-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M_kE41Rl4pOtwKfvvQq%2Fuploads%2FDVt8dlLJNGklu8vpfsny%2Fimage-2.png?alt=media&#x26;token=29e73564-142b-4ffe-b789-c38f7f550ce2" alt=""><figcaption></figcaption></figure>

***

### Tips & Best Practices

* Use Static Variables for configuration-like values (GUIDs, endpoints, fixed years).
* Use Collection Variables for user-specific behavior or external references.
* Keep variable names clear and descriptive.
* Avoid relying on deep hierarchy overrides when not necessary.
* Document variable usage clearly within the collection to prevent conflicts.

***

### Changelog

| **Version** | **Date**       | **Change**                       |
| ----------- | -------------- | -------------------------------- |
| 1.0         | March 02, 2026 | Initial document & documentation |