Variables in Clappia

Variables in Clappia are identifiers used to refer to data stored in fields, system properties, or workplace attributes. They make it possible to reference and reuse values across different parts of an app, for example in formulas, workflows, conditions, print templates, and more, without having to manually re-enter data.

When you understand what variables are and how they behave, you can create dynamic apps that respond automatically to user inputs, system events, and even data from other apps.

What are Field Variables

Each field in your app, for example, a Name, Date, or Total Amount field, automatically gets a variable name when the field is added to the app. This variable holds the value entered by a user in that field for each submission.

For example, if you have a Single Line Text field with the label “Employee Name,” its variable might be employee_name. You can use this variable to refer to the field’s value elsewhere in the app like inside a formula, workflow node, or a print template.

To view or change a field’s variable name, in ‘Design App’, click on the field and on the right panel you will see the Variable name.

For a detailed explanation of field labels, variable names and how they are used, refer to the help guide.

How Field Variables Are Generated

Variables are generated automatically whenever you add a new field in your app.

• For fields, Clappia assigns a variable name based on the label you enter (what you name the field).
  

• Some blocks (like ‘Live Tracking’, or ‘Camera, Image & Files’) create variables for multiple values, for example, the Live Tracking block has variables for distance, time, etc.
  

You can rename a variable if you wish, but once a variable name is used in formulas or workflows, changing it may break those references.

System-Generated Variables

In addition to variables created from fields, Clappia provides a set of default variables. These are built-in identifiers that represent default system information such as submission details, user information, and timestamps.

System variables are automatically available in all apps, you don’t need to create or enable them manually.

Below is a list of system variables currently supported in Clappia:

Workplace-Related Variables

(Can be accessed anywhere in fields or workflows)

Section-Related Variable

Field-Related Variables

(Can be accessed anywhere in fields or workflows. The following are additional variables created for specific blocks such as the Camera, Image & Files, Live Tracking, and Payment Gateway blocks.)

Workflow-Only Variables

(These variables are available only within workflows and are commonly used in nodes such as the Email or AI Workflow Node.)

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Note:
These variables are system-wide constants, they don’t need to be configured. However, not all variables may appear in the auto-suggestion list. Some are used internally in workflows or print templates, etc.

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Workplace Attributes

Workplace attributes are another source of variables that let you define workplace-level data that can be dynamically accessed across apps. For example, you can create attributes like “Designation”, “Location”, or “Manager,” and then use them inside your app by referencing their variable names.

Each workplace attribute automatically generates a variable in the following format:

{$currentUser#attribute_name} and {$submitter#attribute_name}

Example

If you’ve defined a workplace attribute called Manager with variable name manager, you can reference it in a field (such as for display conditions) as @manager.

You will see the two variables {$currentUser#manager} and {$submitter#manager}.

You can use this variable in workflows (for example, to send an email to the manager), in formulas, or to display it automatically in a field.

For setup instructions and attribute management, refer to the help guide.

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How to Access and Use Variables

Wherever variables can be used, such as in display conditions, formulas, or workflows, Clappia provides an auto-suggestion list to help you quickly find them.

Simply type @ followed by the first few letters of the field, variable, or attribute name. Clappia will automatically show a dropdown list of matching variables you can select from.

For example:

• Let’s say your app consists of fields for employee name, employee id and employee department. Typing @employee might show {employee_name}, {employee_id}, and {employee_department}.
  
• Typing @currentUser or @submitter will list available system variables like {$currentUserEmail} or {$submitterName}.

This makes it easy to reference the correct variable without remembering the exact name.

Variables in Workflows

When you add and save a workflow node in a Clappia app (for example, an AI Workflow Node or Code Workflow Node), the system automatically generates a variable name for that node’s output.

How it works

• After configuring the node and saving it, Clappia creates a variable name (e.g., {ai_1} for an AI Workflow Node). The variable name (e.g., {ai_1}) is automatically assigned by Clappia based on the workflow node’s step name and order.”
• You can use that variable in later nodes, for example in an Email Workflow Node you can reference the AI result in the body of the email as {ai_1} (if that was the variable name).

Where Variables Can Be Used

Variables can be used across multiple areas in Clappia to make your apps dynamic and data-driven:

• Display Conditions:
  Use variables to control when a field or section is visible.
  Example: Display a section only if {status} = "Approved".
  
• Formulas:
  Reference numeric or text field variables inside the Formula block to calculate totals, differences, or concatenated text.
  Example: {quantity} * {unit_price} or CONCAT({first_name}, " ", {last_name})
  
• PDF Print Templates:
  Use variables inside the template to show field values, system details, or even workplace attributes.
  Example: {employee_name}, {$submissionId}, or {$submitter#manager}.
  
• Workflow Nodes:
  Use variables to dynamically assign values, send notifications, or set conditions in workflows.
  Example: In an email workflow, set “To” as {manager_email} or include {$status} in the subject.

Summary

Variables in Clappia are key to making your apps dynamic and automated. They allow you to reuse data efficiently, ensure consistency, and automate actions without any coding.

To recap:

• Field variables are created automatically for each field.
• System variables are built-in and always available.
• Workplace attributes act as global variables across your apps.
• You can access any variable by typing @ followed by its name, and use them in conditions, formulas, workflows, or print templates.

With a solid understanding of variables, you can make your Clappia apps far more interactive, automated, and connected.