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Variables & Variable Sets

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In this lesson, you will learn:

  • What catalog variables are
  • The most common variable types
  • How variable sets let you reuse questions

1 Asking the right questions

When Sam orders a monitor, SNWR needs to know: What size? Where should we deliver it? Why do you need it? These questions on the order form are variables. ❓

Key term: Variable

A question on a catalog item’s order form. The answer is saved with the request.

Key term: Variable set

A group of variables you can reuse on many catalog items.

2 Common variable types

The order form for Request a monitor, with variables of different types. Requested for, a reference to a user, filled with Sam Lee. Monitor size, a multiple choice with 24-inch and 27-inch. Delivery location, a select box. Needed by, a date. Business reason, a multi-line text. Include a cable, a checkbox. A label shows that the Requested for and Delivery location questions come from a reusable variable set called Delivery details.
Figure 1. Each question is a variable. Common ones come from a variable set.
Type Looks like Example
Single line text A short text box Asset tag
Multi line text A big text box Business reason
Select box A drop-down list Delivery location
Multiple choice Round buttons, pick one Monitor size
Check box Tick yes or no Include a cable
Reference Pick a record from a table Requested for (a user)
Date A calendar Needed by

3 Add a variable

  1. Open your catalog item and scroll to the Variables related list.
  2. Click New.
  3. Pick a Type, type the Question, and give it a Name (the system name, like monitor_size).
  4. Set the Order and tick Mandatory if needed.
  5. For choice types, add the choices. Save, then Try It. ✅

4 Variable sets

Many items ask the same things, like “Requested for” and “Delivery location”. Instead of adding them to every item, build them once as a variable set, and attach the set to each item.

  • Change the set once, and every item using it changes.
  • Add sets from the item’s Variable Sets related list.

💡 Good to know: Keep order forms short. Every extra question makes people less likely to finish. Only ask what the fulfiller really needs.

⭐ Remember: Variable = one question. Variable set = reusable group of questions.

5 Let’s try it: ask about the monitor

  1. Open SNWR Request a monitor. Add a Multiple choice variable: “Monitor size”, with choices 24-inch and 27-inch. Make it mandatory.
  2. Add a Multi line text variable: “Business reason”.
  3. Click Try It. Do the questions show in the right order?

6 Quick recap

  • Variables are the questions on an order form
  • Types include text, select box, multiple choice, check box, reference, and date
  • Add them in the item’s Variables related list
  • Variable sets reuse questions across items

7 Check yourself

Think of your answer first. Then tap to check.

1 You want users to pick one of three sizes with round buttons. Which type? Show answer

Multiple choice.

2 Ten items all ask for a delivery location. What’s the best approach? Show answer

Put it in a variable set and attach the set to all ten items.

3 Which variable type lets users pick a user from the User table? Show answer

Reference.

Nice work! You finished this lesson. 🎉

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