Dynamic Variables in Flow Execution
Overview
This article is for Flow Builder users who want to dynamically pass information between steps. With variable functionality, you can collect data during execution — not just at launch — and reuse it in downstream tasks, emails, and delays.
🚀 What’s New?
You can expose form fields as variables during a flow, enabling powerful, flexible automation:
✅ Assign tasks based on user inputs
✅ Personalize emails with form data
✅ Dynamically control delays using collected dates
Once a field is marked as a variable, it becomes available for reuse in subsequent steps — no need to collect everything at launch.
🎯 Real-World Use Cases
1. Assign Tasks Dynamically
Collect a user input in one step and assign them a task in a later step.
Example:
Step 2: Form asks for QA Reviewer (Field Type: User)
Field is exposed as variable: qa_reviewer
Step 5: Task assigned to {{qa_reviewer}} (this needn’t include underscores or case sensitivity)
2. Personalize Emails with Input Data
Reference numeric or short answer fields in communications.
Example:
Step 3: Form asks for Part Number (Field Type: Number)
Step 6: Email says:
"Hello, {{part_number}} is now available to send."
3. Set Delays Dynamically Based on Dates
Let a user-specified date control flow timing.
Example:
Step 3: Form includes Invoice Due (Field Type: Date)
Field is exposed as invoice_due
Step 5: Add a delay until {{invoice_due}}
🔧 How It Works
Expose Form Fields as Variables
When configuring a form step:
Use the toggle: “Make this field available as a variable”
Variable naming auto-generates from the field label (customizable)
Supported Field Types:
✅ Short Answer
✅ Number
✅ User
✅ Currency
✅ Date (can be used in fixed setting, not dynamically for SLA, due date, etc,)
❌ Not Supported:
Long Text, Single Choice, Multi-Choice, Attachments
🧠 Flow Builder Enhancements
✨ New Variable Panel
View all variables available in your flow in one place — including where they’re first available.
Example UI Hint:
qa_reviewer — Available after Step 2
⛔ Smart Validation
We help you avoid mistakes:
Error if you try to use a variable before it’s collected
Warnings in Builder UI for early references
📘 Referencing Variables
Use {{variable_name}} syntax anywhere it’s supported:
Task Assignees
Step Legends and Descriptions
Emails
Delay Timing
♻️ Bonus: Refactor Collected Data
You can also reference and reuse data collected later in the flow. Perfect for:
Mid-process approvals
Conditional workflows
Post-review notifications