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Create and Manage Variables

This guide explains how to create variables in Authorium to store and reuse data dynamically across forms, documents, and workflows. Variables help automate data entry, ensure consistency, and adapt content to individual projects.

Where You Can Create Variables​

Variables in Authorium can be created in different contexts depending on where you need them:

  • Template-Level Variables: Defined within a specific project template. These are the most common and allow you to reuse values across documents and forms in the same project.
  • Project-Level Variables: Defined and used only within a specific project. These are useful for information that changes from project to project.

To Create Template-Level Variables​

  1. Go to Configuration from the sidebar.
  2. In the Project Template tab, click View Template to open the project.
    Project Template
  3. Select the Variables tab.
  4. Click + Add Variable.
    Add Document
  5. Fill in the required fields based on the Variable Type:
    • Mapped to Existing Data:
      • Enter the Name.
      • The Key will auto-fill based on the Name.
      • Select a Data Source from the dropdown.
      • Choose the appropriate Project Content value based on the selected Data Source.
    • Custom:
      • Enter the Name.
      • The Key will auto-fill based on the Name.
      • Select a Data Type from the list (Currency, DateTime, Radio, Select, Textfield).
      • Enter the Variable Content.
  6. Click Save Changes to apply the variable to the project.
    Manage Project Variable

Use Custom Variables in Templates​

Once you’ve created custom variables, you can insert them into both collaborative documents and forms to personalize content dynamically.

To Use Custom Variables in Collaborative Documents:​

  1. In the Project Template workflow, add or open a Collaborative Document Management stage.
    Collaborative Document Management
  2. Click + Add Document.
    Add Document
  3. Select New Collaborative Document Template.
    New Collaborative Document Template
  4. Enter Document Title and assign a Document Category.
  5. Click Save to add document.
    Enter Document Title and assign a Document Category
  6. Open the newly created document.
    Open Collaborative Document Management
  7. Type {{ to trigger the merge field menu and select the desired variable from the list.
  8. Alternatively, click Insert > Merge Field to insert the variable manually.
  9. Mark this section of the document complete.
    Document Completed
  10. Click the Kebab menu and select Publish to finalize the project template.
    Publish Project

To Use Custom Variables in Forms:​

  1. In the Workflow tab, open a Form Builder stage.
    Form Builder
  2. Click Edit Form.
    Edit Form
  3. Drag and Drop the Variable component into the form canvas.
    Variable Component
  4. Enter a descriptive label and select the appropriate variable to ensure the component is configured correctly.
  5. Click Save to apply changes.
    Variable Component Settings
  6. Click Save again to apply the changes to the form template.
    Save Form Template
  7. Click the Kebab menu and select Publish to finalize the project template.
    Plublish Project Template

Naming Conventions for Variables​

When naming variables, use clear and consistent conventions to make them easy to identify and reuse across content. Here are some best practices:

  • Be descriptive: Use names that reflect the variable’s purpose (e.g., estimatedDeliveryDate, costPerUnit).
  • Avoid spaces and special characters: Stick to letters, numbers, and underscores or camelCase.
  • Stay consistent: Choose either camelCase or snake_case and apply it across all variables.
  • Use lowercase for keys: The variable key should be simple and lowercase (e.g., total_price, startDate).

Defining Values for Variables​

Each variable must have a value that defines the content it will display when used. Authorium supports the following value types:

  • Text: Freeform text values (e.g., “USA”, “Procurement Lead”)
  • Numbers: Integer or decimal values (e.g., 100, 45.75)
  • Currency: Values formatted with currency symbols (e.g., $1,200.00)
  • Date: Selectable calendar dates (e.g., 2025-10-01)
  • Dropdown: Predefined list of selectable options (e.g., [Yes, No, Not Applicable])

See Also​

To complement your knowledge of this process, check the following pages: