Workspace Variables

Workspace Variables enable you to pass custom data when starting a flow and reference that data throughout branches, actions, and automations using Dynamic Data Referencing, or DDR. These variables act as placeholders that dynamically adapt to the provided data, enabling personalized and data-driven workflows. 

With Workspace Variables, you can streamline automation, integrate with third-party systems (e.g. CRMs, project management tools), and tailor workflows to business-specific needs. 

 

Key Features

  • DDR-based data referencing - Workspace Variables are designed for DDR within each flow workspace. 
  • Multiple input methods - Values can be passed during workspace creation, or in a future update, via incoming webhooks. 
  • Limited visibility - Workspace Variables are available in Flow Workspaces and are visible only to internal users. 
  • Flow compatibility - These variables cannot be used in Instant Flows or Shadow Flows, but they can be referenced in Shadow Flows using DDR from the main flow. 

 

Use Cases

Use workspace variables in a variety of situations to drive efficiency and accuracy across your workflows. Some examples include:

Pre-fill Form Fields 

Pass values when starting a flow to dynamically pre-populate form fields. For example, in a client onboarding workflow, if client details are already known, they can be auto-filled in an intake form instead of requiring manual entry. 

CRM Integration 

Use Workspace Variables to sync Moxo workflows with a CRM. For example, pass a CRM Deal ID as a variable to update the corresponding deal record automatically when the flow completes. 

Project Management Automation

Trigger updates in project management systems like Jira using stored variables. For example, pass a Jira Task ID to automatically mark the task as completed when a specific workflow action is executed. 

Conditional Workflow Logic

Use variables to dynamically alter workflow paths based on predefined conditions. For example, a location variable can determine which branch a workflow follows, ensuring tasks are assigned based on a client's location. 

 


How to use Workspace Variables in a Flow Template 

Workspace Variables enable DDR within actions and automations. These variables can be: 

  1. Mapped from trigger outputs (e.g. CRM Deal ID, Jira Task ID).
  2. Manually defined during workspace creation. 
  3. Referenced within DDR-Enabled actions to trigger updates, automate notifications, or streamline integrations. 

By incorporating Workspace Variables, businesses can create customized, data-driven workflows that enhance automation, reduce manual work, and improve overall efficiency.

 

Accessing Workspace Variables:

  1. Create a new Flow Template or edit an existing one. 
  2. Select the desired flow template, if you are using an existing template. 
  3. Next, click on Details in the top bar. 
  4. Scroll down to locate Workspace Variables
  5. Click on Configuration.


Configuring Workspace Variables:

  1. Click on Configuration within the Workspace Variables section. 
  2. On the right side of the flow template builder, click on + Add Variable.



  3. Define your variable details.
    • Variable Name: Enter the name of the variable (e.g. CRM Deal ID).
    • Variable Key: Specify a unique key for the variable. 
    • Type: Choose between Text or List as the variable type. 
    • Placeholder: Enter a brief hint or guide for the variable (e.g. Enter Deal ID).



  4. Click Add to save the variable.



The Workspace Variable is now created and ready for use. 

 

Using Workspace Variables

Workspace Variables can be referenced in other input fields within the template and are applicable to any workspace created from the template. They can also be sourced for automations and actions via DDR.


Using Workspace Variables with Conditional Branching:

  1. Add a Conditional Branch in a flow template.



  2. Next, in the Rules section, choose Workspace.
  3. Select the relevant Workspace Variable
  4. Create the Conditional Branch logic based on the selected Workspace Variable. 

Kicking off a Flow Workspace with Workspace Variables configured:

  1. Once the Workspace Variables are configured in a flow template, open the desired flow template and click Use.



  2. Enter the values for the workspace variables you have created. These values will apply to the new workspace created and will only be visible to internal users.

  3. After setting the variables, click Next.
  4. Then add roles for the flow workspace, and click Next again. 
  5. Review the workspace in the Preview section and click Start to launch the workspace. 

 

Editing Workspace Variables in a Live Flow Workspace:

  1. Once the flow workspace is live, click the '...' ellipsis icon next to the workspace name.



  2. Select Workspace Variables from the dropdown menu.



  3. On the right side, you will see the current workspace variables. 
  4. Click the '...' ellipsis icon next to the variable and select Edit Variables.



  5. Modify the variable details as needed, then click Save Changes