Set Variable

Create or update variables during workflow execution - store values, build counters, calculate totals, or save results for later actions. Common uses:

• Create counters in loops
• Store calculated values
• Build text from multiple sources
• Save API responses
• Track totals across iterations
• Set default values

Action type: set_variable

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What This Does (The Simple Version)

Think of this like creating a sticky note during your workflow. You can write down a value and give it a name - then use that name in later actions. It’s useful for calculations, counters, or storing data you’ll need again. Real-world example: You’re looping through 50 deals and want to count how many are high-value. Create a counter variable set to 0, then inside the loop, increase it by 1 each time you find a high-value deal. After the loop, you know exactly how many there are.

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How It Works

The Set Variable action creates or updates a variable. You specify:

1. Variable name - What to call it
2. Value - What to store (text, number, or data from other variables)

If the variable exists: It updates it If it doesn’t exist: It creates it The variable persists through the rest of the workflow and can be referenced in any later action.

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Setting It Up

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Step 1: Add Set Variable Action

Add the Set Variable action to your workflow.

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Step 2: Name Your Variable

In the “Variable Name” field, type a name for your variable. Good names:

• deal_count
• total_amount
• high_priority_deals
• enrichment_result
• calculated_score

Naming rules:

• Use lowercase letters, numbers, underscores
• No spaces or special characters
• Make it descriptive

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Step 3: Set the Value

In the “Value” field, enter what you want to store. Three ways to set values: Option 1: Type directly

• Type text or numbers directly
• Example: 0 (for a counter)
• Example: High Priority (for a status)

Option 2: Insert variables

• Hover to see {} button
• Click to select variable from previous action
• Example: Click {} → deal_record → properties → amount

Option 3: Combine text and variables

• Mix typed text with variables
• Example: Type “Total: $” then click {} → select total_amount
• Result: “Total: $50000”

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Common Patterns

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Create a Counter

Goal: Count items in a loop Setup:

1. Before loop - Set Variable
   • Variable Name: counter
   • Value: 0
2. Inside loop - Set Variable
   • Variable Name: counter
   • Value: Click {} → counter, then type + 1 (AI evaluates math)

Result: After loop, counter contains total count

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Calculate a Total

Goal: Add up deal amounts Setup:

1. Before loop - Set Variable
   • Variable Name: total_amount
   • Value: 0
2. Inside loop - Set Variable
   • Variable Name: total_amount
   • Value: {{total_amount}} + {{current_deal.properties.amount}}

Result: After loop, total_amount is the sum

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Store a Calculation

Goal: Calculate a percentage Setup:

• Set Variable
  • Variable Name: win_rate
  • Value: {{won_deals}} / {{total_deals}} * 100

Result: win_rate contains the percentage

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Build Text from Multiple Parts

Goal: Create a summary message Setup:

• Set Variable
  • Variable Name: summary
  • Value: Type “Deal ” then click {} → deal_name, type ” worth $” then click {} → deal_amount, type ” closed on ” then click {} → close_date

Result: summary = “Deal Acme Corp worth $50000 closed on 2025-01-15”

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Set a Default Value

Goal: Provide fallback if data is missing Setup:

• Set Variable
  • Variable Name: contact_name
  • Value: {{contact.properties.firstname}} {{contact.properties.lastname}} or if empty Unknown Contact

Result: contact_name has name or “Unknown Contact”

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Common Workflows

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Count High-Value Deals

Goal: Count how many deals exceed threshold

1. Set Variable (before loop)
   • Variable Name: high_value_count
   • Value: 0
2. Search HubSpot (V2)
   • Find all deals
   • Output Variable: all_deals
3. For Loop
   • Loop through: all_deals
   • Current item: current_deal
4. If Condition (inside loop)
   • Condition: {{current_deal.properties.amount}} > 50000
5. Set Variable (inside if block)
   • Variable Name: high_value_count
   • Value: {{high_value_count}} + 1
6. End Condition
7. End Loop

Result: high_value_count contains the total

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Build a Report Summary

Goal: Create text summary from multiple sources

1. Search HubSpot (V2)
   • Find deals
   • Output Variable: deals
2. Get Timeline Events
   • Get activity
   • Output Variable: events
3. Set Variable
   • Variable Name: report
   • Value: “Found {{deals}} deals with {{events}} total activities”
4. Send Email
   • Body: Click {} → select report

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Track Running Total

Goal: Sum deal amounts across multiple stages

1. Set Variable
   • Variable Name: total_pipeline
   • Value: 0
2. For Loop through deals
3. Set Variable (inside loop)
   • Variable Name: total_pipeline
   • Value: {{total_pipeline}} + {{current_deal.properties.amount}}
4. End Loop
5. Update HubSpot Object
   • Update custom property with total_pipeline

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Real Examples

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Deal Stage Counter

Scenario: Count deals in each stage Before loop:

• Set proposal_count = 0
• Set negotiation_count = 0
• Set closed_won_count = 0

Inside loop:

• If stage = “proposal” → Increment proposal_count
• If stage = “negotiation” → Increment negotiation_count
• If stage = “closedwon” → Increment closed_won_count

After loop: Use counts in report or dashboard update

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Enrichment Scoring

Scenario: Build a lead score from multiple factors Setup:

• Set score = 0
• If company exists → Set score = {{score}} + 10
• If job title contains “VP” → Set score = {{score}} + 15
• If email domain is corporate → Set score = {{score}} + 5
• If LinkedIn profile found → Set score = {{score}} + 10

Result: score contains total lead score

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Troubleshooting

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Variable Not Updating

Value stays the same despite Set Variable Possible causes:

1. Set Variable action not running (inside skipped if block)
2. Variable name misspelled
3. Value formula incorrect

How to fix:

1. Check execution log - did action run?
2. Verify exact variable name (case-sensitive)
3. Test formula with simple values first
4. Check if variable exists before trying to update

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Math Not Working

Calculation returns wrong value Possible causes:

1. Variables are text, not numbers
2. Formula syntax incorrect
3. Empty/null values in calculation

How to fix:

1. AI evaluates math - write it naturally: 5 + 3 or {{count}} + 1
2. Check execution log for actual values
3. Handle empty values: use If Condition to check first
4. Convert text to numbers if needed

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Variable Not Available Later

Can’t select variable in later action Possible causes:

1. Variable created inside loop (only exists inside loop)
2. Variable created inside if block (only exists in that block)
3. Set Variable action failed

How to fix:

1. Create variable BEFORE loop/if block if you need it after
2. Check execution log - did Set Variable succeed?
3. Variables created inside loops/if blocks have limited scope

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Wrong Variable Used

Selected wrong variable from picker Possible causes:

1. Similar variable names
2. Variable from different loop iteration

How to fix:

1. Use descriptive names: deal_count not count
2. Check variable picker shows correct source
3. Review execution log to verify values

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Tips & Best Practices

✅ Do:

• Use descriptive variable names (high_value_count not x)
• Initialize counters to 0 before loops
• Initialize totals to 0 before calculations
• Use Set Variable for values you’ll reference multiple times
• Create variables outside loops if you need them after
• Check execution log to verify values

❌ Don’t:

• Use variable names that are too similar (count1, count2)
• Forget to initialize counters (leads to errors)
• Try to use variables before creating them
• Assume variables from loops persist after loop
• Overcomplicate formulas (break into multiple Set Variable actions)

Performance tips:

• Set Variable is instant (less than 0.1 seconds)
• No limit on number of variables
• Variables are lightweight (don’t impact performance)

Naming conventions:

• Counters: item_count, total_deals, high_priority_count
• Totals: total_amount, sum_value, pipeline_total
• Calculations: win_rate, average_score, conversion_rate
• Text: summary, message, report_text
• Status: processing_status, result_code

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Last Updated: 2025-10-01