Workflow Variables

Last Updated: October 25, 2026

Variables are values from your workflow that you can insert into steps that support them, such as the Email step and dynamic naming in the Storage step. Use this reference to identify the variables available to your workflow.

Each trigger and step defines the variables it provides. A variable list shows only variables from the trigger, from steps earlier in the workflow, and from the system. A step cannot use a variable from a step that comes after it.

Variable Sources

Variable Sources
Variable	Description
Trigger	Variables provided by the event that starts the workflow, like watched folder, form submission, signature, document event, and background triggers.
Step	Variables provided by an earlier step, such as the output of an Agent step.
System	Variables provided by the platform. These are available in every workflow.

System Variables

System Variables
Variable	Description	Example
Date	The current date.	Add the date to a file name in a Storage step.
Time	The current time.	Include the time in the body of an Email step.
Instance Name instanceName	The name of your instance.	Include the instance name in the subject of an Email step.
Submitter Name initiatorName	The name of the user who initiated the workflow.	Include the name in the body of an Email step.
Workflow Name workflowName	The name of the workflow.	Add the workflow name to a folder name in a Storage step.
initiatorEmail	The email address of the user who initiated the workflow.
initiatorFirstName	The first name of the user who initiated the workflow.
initiatorLastName	The last name of the user who initiated the workflow.
initiatedDate	The date when the workflow was initiated, YYYY-MM-DD format.
initiatedTime	The date and time when the workflow was initiated (ISO 8601 format)
baseURL	The base URL of the platform instance.

Trigger Variables

The variables available depend on the type of trigger that starts the workflow.

Manual Trigger

Only the system variables are available.

Watched Folder

The trigger's only output is a document.

Form Submission Trigger

The submitterUUID is omitted for anonymous submissions.

Form Submission Trigger Variables
Variable	Description	Example
variables	One variable for each form field.	The value entered in the field.
submitterName	The name of the form submitter
submitterUUID	The unique ID of the form submitter.
initiatorUUID	The unique ID of the user who initiated the event.

Signature Trigger

Starts from a signature event.

Signature Trigger Variables
Variable	Description	Example
eventType	document_signature	Identifies the kind of event that started the workflow.

Document Event Triggers

If two or more Document Events are selected as triggers, the variables available are only those the selected events have in common.

Print

Starts when a document is printed. Also carries submitting user details.

Document Event: Print Trigger Variables
Variable	Description	Type
eventType	The type of document event that started the workflow. Always document_print.	Text
pageCount	The number of pages in the document.	Whole number
isDuplex	Whether duplex (double-sided) was used.	True/False
isColor	Whether the document was printed in color.	True/False
printerID	The unique identifier of the printer that processed the job.	Text
printerType	Type of printer or printer class.	Text
printerAddress	Network address or location identifier of the printer.	Text
printerName	Name of the printer used for the job.	Text
jobType	Type of job submitted	Text
username	Username of the user from the submitting operating system.	Text
alternateusername	Alternate username associated with the user.	Text
jobSourceType	Source of the print job	Text
created	Timestamp when the print job was created.	Date and Time
submitted	Timestamp when the print job was submitted to the system	Date and Time
title	Title of the print job	Text
fullName	Full name of the user who submitted the job.	Text
jobTitle	Employee job title of the submitting user.	Text
manager	Manager of the submitting user.	Text
department	Department associated with the submitting user.	Text
company	Company or organization associated with the user.	Text
paperSize	Paper size used for the print job.	Text

Scan

Starts when a document is scanned at a scanner or MFP.

Document Event: Scan Trigger Variables
Variable	Description	Example
eventType	Identifies this as a scan event. Always document_scan.	Text
initiatorEmail	The email address of the user who initiated the event.	Email address
initiatorName	The name of the user who initiated the event.	Text
initiatorUUID	The unique ID of the user who initiated the event.	Text
filename	The name of the file.	Text
fileContentType	The file type of the document, such as application or pdf.	Text
filesize	The size of the file in bytes.	Whole number
pageCount	The number of pages in the document.	Whole number
documentUUID	The unique ID of the document record.	Text
artifactUUID	The unique ID of the stored file.	Text
storagePrefix	The storage prefix used to separate files.	Text
artifactURL	The full URL of the file’s storage location.	Text
isExternal	Whether the document is stored outside the platform.	True/False
resourceOwner	The service that owns the file.	Text
uploadedBy	The unique ID of the user who uploaded the document.	Text
uploadedTime	The date and time the document was uploaded. ISO 8601 upload timestamp.	Date and time
scannerName	The name of the scanner or multifunction printer that created the scan.	Text
scannerID	The ID of the scanner or multifunction printer that created the scan.	Whole number

Rules and Routing

Starts when a print job is caught by a Rules and Routing rule.

Document Event: Rules and Routing Trigger Variables
Variable	Description	Example
eventType	Identifies this as a rules and routing event. Always rules_and_routing.	Text
filename	The name of the file.	Text
filesize	The size of the file in bytes.	Whole number
initiatorEmail	Email address of the user who initiated the event.	Email address
printedByEmail	Email address of the user who printed the document.	Text
printedByUsername	Username of the user who printed the document.	Text
printedByUUID	The unique identifier of the user who printed the document.	Text
pageCount	The number of pages in the document.	Whole number
isDuplex	Whether duplex (double-sided) was used.	True/False
isColor	Whether the document was printed in color.	True/False
printerID	The unique identifier of the printer that processed the job.	Whole number
printJobUUID	The unique identifier of the job.	Text
printerName	Name of the printer used for the job.	Text
documentType	The file type of the document. For example, PDF, PS, PCL, etc.	Text
serviceClientName	The name of the Service Agent from which the job printed.	Text
sourceType	Where the job initiated. For example, Output Automation, Cloud Link, etc.	Text

Background Triggers

Starts from a background print capture.

Document Event: Background Trigger Variables
Variable	Description	Type
filename	The name of the file.	Text
pageCount	The number of pages in the document.	Whole number
isDuplex	Whether duplex (double-sided) was used.	True/False
printedByUUID	The unique identifier of the user who printed the document.	Text
printerID	The unique identifier of the printer that processed the job.	Whole number
filesize	The size of the file in bytes.	Whole number
isColor	Whether the document was printed in color.	True/False
initiatorEmail	Email address of the user who initiated the event.	Email address

Step Variables

Step Variables
Source	Variable	Description	Details
Agent	agentResult	The result returned by the agent.	Holds refUUID and storagePrefix.
API Connector	statusCode	HTTP status code returned by the call	Whole number.
API Connector	variables	Values taken from the response. The concrete fields are defined per step.	Variable set.
Approval	approved	Backward-compatible alias used by BPMN gateways.	Text values: Approved, rejected, resubmit.
	comment	The approver comment.	Text.
	decision	Primary decision field selected in the approval step.	Text values: Approved, rejected, resubmit.
Business Rule	result	The decision result.	The type depends on how the rule is configured.
Form	Form field values	The value entered in the form. One variable for each form field.	Variable set.
Intelligent Document Processing	extractedData	The fields extracted from the document.	Fields are generated at design time from the blueprintSchema.
Intelligent Document Processing	approved	Outcome of the review of the extraction.	Text values: Approved or rejected.
Sign	signatureResult	Overall outcome of the signature request.	Text values: Completed, declined, error.
	signedDocumentUUID	Unique identifier of the signed document.	Text.
	signatureInstanceUUID	Unique identifier of the signature instance.	Text.
Signature Approval	approved	The approval outcome.	Text values: Approved, rejected, resubmit.
	comment	The approve comment.	Text.
	selectedAssignee	The user who signed.	Text value: user.
	submissionUUID	Unique identifier of the approval submission.	Text.
Storage	documentID	Provider-native identifier or URI for the stored document.	Text.
Storage	documentLink	Provider UI link for the stored document.	Text.

Recommendations

Follow these recommendations to get the best results:

Add the trigger or step that provides a variable before the step that uses it.
To route a workflow based on a response, tell the agent to return a specific value, and use the agentResult variable in a Conditional Branch step.

If you have integrated SAP for workflows and AI agents, refer to the SAP Step Variables.

Next Steps

Learn more about workflows and workflow steps:

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