The Set Variables step is a feature in form actions used to dynamically modify field values in a form based on operational requirements. This step allows you to automatically update or assign values to form fields based on user interactions or system workflows, making the form processing smarter and more flexible.
What is the Set Variables step?
The Set Variables step is a feature that allows you to modify data fields via form actions. With this step, the system automatically assigns new values to specified fields without requiring manual input. This automated process not only increases efficiency but also ensures consistency in data processing.
Note:
The Set Variables step can be applied to various form types, including list forms, approval forms, dashboards, and public forms.
When to Use the Set Variables Step?
You can use the Set Variables step in the following scenarios:
Automated Data Updates: Automatically modify or set form field values when a form is submitted.
Dynamic Value Changes: Dynamically set a field’s value based on user interactions. For example, when a user selects a particular option, other fields in the form are automatically updated with corresponding values.
Conditional Data Assignment: Control field changes based on certain conditions to ensure the form process aligns with business logic.
How to Use the Set Variables Step?
To configure the Set Variables step, follow these steps:
Execution Condition:
You can set an execution condition to control whether the step is executed. If desired, check the box labeled "Continue next step when condition is not met" to prevent the process from terminating when the condition is unmet. For more information on execution conditions, see the detailed guide on Execution Condition of actions.
Single Value vs. Multiple Values:
Single Value: Use this mode when you need to modify a single field.
Multiple Values: Use this mode when you need to update multiple fields simultaneously.
Variable:
Specify the variable (field) that you want to modify. Using the expression editor, you can select or enter the field or variable that needs to be updated. The variable can be a list field from the form, a temporary variable, or a filter variable. You can quickly select the desired variable using the field selector.
Value:
This is the value you want to assign to the variable. The new value can be a specific number, string, date, or a dynamically calculated value using an expression. Define the new value using the expression editor. If a dynamic calculation is needed, use formulas or expressions to set it.
Note:
Multiple values are executed simultaneously, without a specific order. If the order of execution matters when setting multiple variables, it is recommended to set single values first, and then add additional steps to ensure that variables are modified in the correct sequence.
By configuring the Set Variables step, you can flexibly modify form field values based on your business requirements, ensuring efficient and automated form processing.