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Multi-Row Variable Sets

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In this lesson, you will learn:

  • What a multi-row variable set is
  • When to use one
  • How SNWR Software request uses it
  • How to build it

🔁 Quick look back: Last time: Catalog Builder for Catalog Managers. You learned how Lucas builds SNWR New laptop in Catalog Builder from a template, without admin rights.

1 “I need five apps”

Sam joins a new project and needs five apps.

  • The software item lets him pick one app.
  • He orders five times.
  • Lucas gets five approvals for one person.

🎯 The problem: One app per order means many orders, many approvals and more work.

👉 The fix: let Sam add a row for each app, in one order.

2 What it is

Key term: Multi-row variable set

A set of questions shown as a table, where the requester can add as many rows as they need.

SNWR Software request with a multi-row variable set. Sam adds three rows. Row 1: Visio, licence type Named user. Row 2: Adobe Acrobat Pro, Named user. Row 3: Tableau Viewer, Shared. Buttons: Add and Remove All. Notes: 1 Each row has the same two questions. 2 Sam adds as many rows as he needs, up to the limit. 3 It's one order, with one approval.
Figure 1. Many apps, one order.

3 When to use one

  • Use it when people need many of the same thing, each with its own details.
  • Don’t use it for one thing with many questions. Use normal variables.

💡 Good to know: Set a row limit, like 10, so orders stay sensible. You do this with the max_rows attribute on the set.

📝 Note: The rows are saved together on the RITM. A flow can read each row, for example to create one task per app.

4 Let’s try it: build the multi-row set

  1. Open SNWR Software request. In the Variable Sets list, create a new set. Type: Multi Row. Name: SNWR Apps.
  2. Add two variables: App (a reference or select box) and Licence type (Named user or Shared).
  3. Set a row limit of 10 on the set.
  4. Impersonate Sam, order three apps in one go, and submit.
  5. Open the RITM and check all three rows are there.

5 Quick recap

  • A multi-row variable set shows questions as a table
  • Requesters add as many rows as they need
  • Use it for many of the same thing
  • Set a row limit
  • SNWR Software request: one row per app

6 Check yourself

Think of your answer first. Then tap to check.

1 Sam needs five apps. How many orders with a multi-row set? Show answer

One.

2 What questions does each row ask? Show answer

App and Licence type.

3 One laptop with 8 questions. Use a multi-row set? Show answer

No. Use normal variables.

4 Where are the rows saved? Show answer

Together on the RITM.

Nice work! Sam can order all his apps at once. 🎉
Next up: Catalog Audience: User Criteria and Visibility

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