The result-recording exercise below assumes Accept, Hold/review, and Summary steps. If you do not have them yet, use the advanced exercise linked at the end. A variable holds a value for use later in a run; it is not automatically an operator input field.
A workflow variable holds a value used by the process. Fields collect operator input; variables are useful for an outcome, calculation, or lookup that other instructions and conditions need.
Create a variable
Manage Variables lists a variable’s name, type, default, and usage. This read-only example already contains inspectionOutcome with the default Pending.
Open More → Variables.
Add a variable with a meaningful unique name, such as inspectionOutcome.
Choose its type and initial/default value.
Save the variable.
Use Text for labels, Number for numeric calculations, Boolean for true/false, Date for a date value, JSON for structured content, and NPT Variable for a table lookup.
A Number variable needs a default value, such as 0. JSON must be valid JSON. Follow the name validation shown in the dialog; system/reserved names are not ordinary user-variable names.
Set a simple outcome
Create inspectionOutcome as Text with default Pending.
On an Accept step, open Triggers and add:
Event: Step Is Signed.
Action: Set Variable.
Variable: inspectionOutcome.
Value: PASS.
On a Hold step, add the equivalent trigger with value HOLD. Use Set Variable for literal text, rather than putting PASS into a formula.
Display the value
On the following review step, open Basic Info and edit the Description. Use the rich-text variable picker to insert inspectionOutcome after “Inspection outcome:”.
The picker inserts a variable token. Typing the variable's name as ordinary text does not insert its current value.
Preview from the beginning. Before a result-setting trigger runs the value is Pending; after the relevant step is signed, the review instruction should display PASS or HOLD.
Calculate a numeric value
Create a Number variable with a default, then select Set Variable (Formula) in a trigger. Choose the destination variable and build the expression using the formula controls and available values.
Start with a small calculation, verify the result, and then replace constants with the intended fields or variables. Check the trigger event: it must run after the input values exist.
Configure an NPT lookup
For an NPT Variable, select the table, returned column, and at least one valid matching condition. The table and column must already exist.
Use sufficiently specific conditions for the intended record and test both a matching record and no match. A lookup variable is not a command to insert or update table rows; use NPT Operations for writes.
Maintain dependencies
Use the variable's usage information before renaming or deleting it. The deletion dialog can warn about uses; do not assume it will make dependent formulas and conditions safe automatically.
Run the Process Validator and retest affected paths after a change. Values selected from future steps or skipped branches may not be available when needed.