We're updating some of our product names. K2 Five will soon be Automation On-Prem. You may see both product names in our help pages while we make this change.

Fields

Fields, displayed in brown, contain information from references, variables, and the environment. You can use the values from these fields as input values in steps, rules, functions and more. There are three main areas in the Fields tab.

Variables

Create and use Variables to hold values for the workflow or an activity. You can create and use variables of different data types, to track information related to your workflow, such as IDs, names, counts, and any other information that you may need to store for the instance of the workflow.

See the following resources for more information:

See How To: Save a Screenshot to PDF and Attach it to an Email for an example of using a Variable in a SmartField.
See How To: Modify a Workflow to Link an Application's Start Rule to a Secondary List or Library for an example of using a variable as an input mapping for a reference.

Click on the Add option to create a new variable, and then enter a name.

Click the ellipsis to Rename or Delete it, and to edit the variable's Settings. You can also right click on the variable to access this menu.

Click the down arrow to change the data type.

On the Settings page you can configure the following options:

The following table explains the available options:

Option	Explanation	How to Use
Name	Use this to add the name of the Variable. The name of the Variable displays within the Object Browser. Warning: Duplicate variable names can cause workflow deployment failure.	Type a name for the variable.
Data Type	Use this to specify the data type for the variable. Select from the following options: True/False - A logic value including True and False, such as True Date/Time - Date & time value in the format YYYY-MM-DD HH:MM:SS AM/PM, such as 5/17/2019 12:00:00 AM Decimal - Numeric value containing a decimal, such as 1.04 Number - A whole numeric value (integer), such as 42 Text - Stores standard ANSI text characters in strings of variable size, such as Welcome to the conference.	Select the data type from the menu.
Description	Use this to add a custom description that describes the variable.	Type a description for the variable.
Empty Value	Use this to allow an empty value in the variable. If this option is unchecked you can specify an initial value. By default, this option is checked.	Check the check box to allow an empty value. Uncheck the check box to select an initial value.
Initial Value	This value is determined at design time by the developer and exported with the workflow definition. To specify this value, ensure the Empty Value check box is unchecked. The following options are available: Select between True or False. This is available for the True/False data type Select a date from the calendar control. This is available for the Date/Time data type Type a decimal value. This is available for the Decimal data type Type a number value. This is available for the Number data type. The value for this variable is declared as an integer (INT32). A 32 bit integer is a value between -2,147,483,648 through positive 2,147,483,647. Any values outside of this range will cause an exception to be thrown in the workflow. Type a text value. This is available for the Text data type	Add the initial value by selecting it from the menu or selecting a radio button.
Hidden in Reports	Use this option to hide the variable from the reporting dashboards. By default the variable is visible.	Check the check box to turn this option on.
On Demand	Selecting this option ensures that K2 Server only loads variables when and if required either by reading a value or setting a value in a variable. The data on demand option impacts the performance of K2 Server.	Check the check box to turn this option on.
Audit	An audit is kept of all the modified values of the variable. This option is only available if the variable is logged. See this record of changes to the field in the Process Instance Data Audit Report. Warning: If you do not need to audit information, it is best to not turn this option on as it adds data load to the server and database.	Check the check box to turn this option on.

Environment Fields

Use the Environment fields to include information from your K2 environment into steps, rules, functions, and email notifications.

The following fields are examples of what you might find:

Field	Description	Example
CRM Server	This is the CRM server URL entered when you register CRM with the Installer.	URL=[CRMURL];Organization=[CRMORGANIZATION]
ExternalIPLookupServiceURL	In K2 Management the Servers node lists the discovered K2 servers in the network, as well as allowing you to retrieve the external IP address of each server. You can use the Lookup* option to retrieve the external/public IP address of a server. The IP address is often used to configure a firewall when connecting K2 to services on a separate network, for example when you want to connect to a Microsoft SQL server with the SQL Server service type, or if you need to set up inbound/outbound traffic rules to allow users or systems in a secured network to connect to the K2 server. The ExternalIPLookupServiceURL field stores the default provider used for the Lookup* option. You can change this by editing the ExternalIPLookupServiceURL field on the Environment Library node in K2 Management. See the Using the Lookup* and Option and Change the Lookup* Provider sections on the Servers topic for more information.	https://toolbox.googleapps.com/apps/dig/#A/
From Address	The email address used by K2 to send email. This is the address that also handles SmartAction responses.	system@k2.local
ODataMetadataUrl	The metadata URL of the K2 OData endpoint.	https://k2.denallix.com/api/odata/v3/$metadata
ODataSettingEnabledId	The name of the key setting the OData Web API uses to check if the service is enabled or not.	odata_ENABLE
ODataSettingPublishSmartObjectsId	the name of the key setting that the OData Web API uses to check the SmartObjects publication option.	odata_PUBLISH_SMARTOBJECTS
SmartForms Designer	The URL of the K2 SmartForms Designer.	http://k2.denallix.com/Designer
SmartForms Designer Runtime	The URL of the K2 SmartForms Designer runtime site.	http://k2.denallix.com/Designer/Runtime
SmartForms Designer Runtime SSL	The secure (HTTPS) version of the SmartForms Designer Runtime URL.	https://k2.denallix.com/Designer/Runtime
SmartForms Designer SSL	The secure URL of the K2 SmartForms Designer site.	https://k2.denallix.com/Designer
SmartForms Runtime	The URL of the SmartForms runtime site which renders deployed SmartForms.	http://k2.denallix.com/Runtime/Runtime
SmartForms Runtime SSL	The secure URL of the SmartForms runtime site which renders deployed SmartForms.	https://k2.denallix.com/Runtime/Runtime
WorkflowsAPIBaseUrl	The base URL of the Workflow REST API.	https://k2.denallix.com/api/workflow/preview
WorkflowSettingEnabledId	The name of the setting that the Workflow REST API uses to check if the service is enabled or not.	workflow_ENABLE
WorkflowSwaggerUrl	The Swagger URL of the Workflow REST API.	https://k2.denallix.com/api/workflow/preview/swagger
Workspace Url	The URL of the K2 Workspace.	http://k2.denallix.com
Workspace Url SSL	The secure URL of the K2 Workspace.	https://k2.denallix.com