Flow data is information that belongs to the Flow as a whole, rather than to any single step within it. It is associated directly with the Flow and comes in two types:
- Constants – fixed values that never change.
- Variables – values that can change and hold calculations while the approval runs.
Use Variables when data needs to be updated, calculated, or copied from steps as the approval runs. They are also helpful for mapping data from Trigger steps. Adding Validation Formulas to Variables ensures that Trigger step data is valid, which is especially useful when multiple Trigger steps are used.
Use Constants for data that must remain unchanged throughout the approval.
Here’s how to add and manage Flow data.
Constants
To add or edit Constants, open your approval in the Flow Builder (see here).
Click the Start step, then expand the Constants section.
Adding constants
To add a constant, click +Add in the Constants section to open the Edit constant dialog.
Enter a Name that clearly describes the constant - for tips on naming, click here.
You can also add an optional Description to explain the purpose of the constant.
Select the appropriate Datatype - for help on choosing the right Datatype, click here.
Adding a Description to your constants helps others understand their purpose. The description also appears in the Formula builder as a reminder of what the constant represents.
Setting constants
After you add a constant, you must assign it a value.
To do this, open the Edit Constant dialog and select the Value tab.
Enter a value for the constant. The type of value you can enter depends on the constant’s datatype. Every constant must have a value.
Updating constants
To edit a constant, hover over it and click to open the Edit constant dialog.
Here, you can update the Name, Description, and Datatype.
Renaming or changing a constant's name or datatype can break formulas and cause errors in later steps. These errors will appear when you run Check or Finalize, and you'll need to fix them.
If you made the change on purpose, no problem. If it was a mistake, use Undo to revert it.
Rearranging constants
If you need to change the order of your constants, just click and hold the drag handle, then move the constant to where you want it and release.
Removing constants
To remove a constant, hover over it and click the trash can icon.
Removing a constant used in steps can break formulas. Errors will show up when you run Check or Finalize, and you'll need to fix them.
If you removed it on purpose, that's okay. If it was a mistake, use Undo to restore it.
Variables
To add or edit Variables, open your approval in the Flow Builder (see here).
Click the Start step, then expand the Variables section.
Adding variables
To add a variable, click +Add in the Variables section to open the Edit variable dialog.
Enter a Name that clearly describes the variable - for tips on naming, click here.
You can also add an optional Description to explain the purpose of the variable.
Select the appropriate Datatype - for help on choosing the right Datatype, click here.
Adding a Description to your variables helps others understand their purpose. The description also appears in the Formula builder as a reminder of what the variable represents.
Initialising variables
After you add variables, you can give them an initial value.
To set an initial value, open the Edit variable dialog and select the Initial tab.
For more information, see Variable Validation Formulas.
Validating variables
After adding a variable, define a validation formula. This controls what values the variable can accept. For example, you can require a value, limit allowed values, or apply conditional rules.
To set a validation formula, open the Edit variable dialog and go to the Validation tab.
For details, see Validation Logic Formulas.
Updating variables
To edit a variable, hover over it and click to open the Edit variable dialog.
Here, you can update the Name, Description, and Datatype.
Renaming or changing a variable's name or datatype can break formulas and cause errors in later steps. These errors will appear when you run Check or Finalize, and you'll need to fix them.
If you made the change on purpose, no problem. If it was a mistake, use Undo to revert it.
Rearranging variables
If you need to change the order of your variables, just click and hold the drag handle, then move the variable to where you want it and release.
Removing variables
To remove a variable, hover over it and click the trash can icon.
Removing a variable used in steps can break formulas. Errors will show up when you run Check or Finalize, and you'll need to fix them.
If you removed it on purpose, that's okay. If it was a mistake, use Undo to restore it.
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