Variables

Written By Stanislas

Last updated 4 days ago

Variables allow you to create and manage environment variables for your workspace. Variables are key-value pairs that can be used in agent prompts to personalize responses and behaviors. By centralizing values in variables, you can update information once and have it reflected across all agents that reference it.

Variables simplify agent management and ensure consistency. Instead of hardcoding values in multiple agent prompts, you define them once as variables and reference them wherever needed. This makes maintenance easier and reduces errors.

Overview

Variables are workspace-wide key-value pairs that can be referenced in agent prompts and configurations.

What you can do:

  • Create variables – Define reusable values for agent prompts

  • View variable details – See variable values and which agents use them

  • Search variables – Quickly find specific variables by name

  • Track usage – See which agents reference each variable

  • Delete variables – Remove unused variables from your workspace

Common use cases:

  • Company information – Store company name, address, or contact details

  • Configuration values – Define URLs, settings, or parameters

  • Dynamic content – Personalize agent responses with centralized values

  • Multi-agent consistency – Ensure all agents use the same values

Prerequisites

To manage variables, you need:

  • Access to Workspace administration

  • Understanding of how variables will be used in agent prompts

Note: All workspace members can create and view variables. Modification and deletion may require specific permissions depending on your workspace configuration.

Accessing variables

To manage variables:

  1. Click {} Variables in the left sidebar (icon with curly braces)

  2. You'll see the variables management page

Route: /{workspaceId}/workspace/variables

Understanding the interface

Page header

  • Search bar: "Search any variable..." - Filter variables by name

  • Create variable button: Top right, opens the creation modal

Variables table

The table displays all variables with the following columns:

  • Name – Variable label (key)

  • Created at – Creation date (format: "26 Jan 2026")

  • Created by – User who created the variable (avatar + name)

  • Action – Eye icon (👁️) to view variable details

Details panel

Clicking the eye icon or a table row opens a "Details" panel on the right side showing:

  • Name – Variable name with {} icon

  • Created at – Creation date (displayed in red)

  • Created by – Creator's profile picture and name

  • Value – Variable value (displayed in a card)

  • Reference Usage – List of agents using this variable (if applicable)

Creating a variable

Step 1: Open the creation modal

Click the "Create variable" button in the top right.

Step 2: Fill in the form

The "Create new variable" modal opens with two fields:

Label (required)

  • Name of the variable

  • Examples: "Key variable", "API_URL", "COMPANY_NAME"

  • Important: The label must be unique and descriptive

Value (required)

  • Value of the variable

  • Description: "Enter the value for this variable"

  • Multi-line text area

  • Note: A microphone icon may be present for voice input

Step 3: Confirm creation

  1. Verify both fields are filled (the button is grayed out otherwise)

  2. Click "Create variable"

  3. A confirmation message appears: "The variable has been created"

  4. The variable appears in the table

Example:

Label: "COMPANY_NAME" Value: "Futur Corp"

Viewing variable details

Method 1: From the table

  1. Click the eye icon (👁️) in the "Action" column

  2. The "Details" panel opens on the right side

Method 2: Click on a row

  1. Click directly on a table row

  2. The "Details" panel opens automatically

Information displayed

The details panel shows:

  • Name – Full variable name with {} icon

  • Created at – Creation date in red

  • Created by – Creator's profile picture and name

  • Value – Variable value displayed in a card

  • Reference Usage – List of agents using this variable (with usage dates)

Reference Usage is particularly important—it shows you which agents depend on this variable, helping you understand the impact of changes or deletions.

Searching for variables

How to search

  1. Use the search bar "Search any variable..." at the top left

  2. Type the variable name (or part of it)

  3. Results filter automatically in real-time

  4. To reset, clear the search text

Search features:

  • Case-insensitive – Finds "Key" if you type "key"

  • Partial search – Finds "COMPANY_NAME" if you type "company"

  • Searches by label only – Does not search in values

Editing a variable

How to edit

  1. Open the variable details (eye icon or click on row)

  2. In the details panel, use the edit option if available

  3. Modify the value

  4. Save changes

Note: Editing may require specific permissions depending on your role.

Important: When editing a variable, consider that all agents referencing it will be affected by the change.

Deleting a variable

How to delete

  1. Open the variable details

  2. Use the delete option (if available)

  3. A confirmation dialog appears: "Are you sure you want to delete this variable?"

  4. Confirm the deletion

  5. A confirmation message appears: "The variable has been deleted"

Important considerations:

  • Deletion is irreversible – You cannot undo this action

  • Check usage first – Verify the variable isn't used by agents before deleting

  • Agent impact – Agents using this variable may be affected or break

Best practice: Always check Reference Usage before deleting a variable.

Using variables in agent prompts

How variables work

Variables can be referenced in agent prompts using the appropriate syntax. This allows you to:

  • Personalize responses – Use dynamic values in agent outputs

  • Centralize information – Change a value once for all agents

  • Secure data – Store information centrally rather than in individual prompts

Example usage

If you create a variable:

Label: "COMPANY_NAME" Value: "Acme Corporation"

This variable can be used in agent prompts to personalize responses with the company name. When you update the variable value, all agents referencing it automatically use the new value.

Agent prompt example:

"Welcome to {COMPANY_NAME}! How can I assist you today?"

This would render as: "Welcome to Acme Corporation! How can I assist you today!"

Practical use cases

Case 1: Company name variable

Objective: Centralize the company name for all agents

Steps:

  1. Click "Create variable"

  2. Label: "COMPANY_NAME"

  3. Value: "Futur Corp"

  4. Click "Create variable"

  5. Reference this variable in agent prompts

Result: All agents use the same company name. When you rebrand or change the name, update it once in the variable.

Case 2: API URL variable

Objective: Store an external API URL for agent integrations

Steps:

  1. Create a variable:

  2. Reference this variable in agent prompts or configurations

Result: All agents use the same API endpoint. If the API URL changes, update it once in the variable.

Case 3: Configuration values

Objective: Store configuration parameters used across multiple agents

Steps:

  1. Create variables for common settings:

    • Label: "MAX_RETRIES"

    • Value: "3"

    • Label: "TIMEOUT_SECONDS"

    • Value: "30"

  2. Reference these in agent instructions

Result: Consistent configuration across all agents, easy to adjust globally.

Best practices

Naming conventions

  • Use clear names – "COMPANY_NAME" rather than "VAR1"

  • Naming convention – Use uppercase and underscores (e.g., "API_KEY", "MAX_RETRIES")

  • Be descriptive – The name should clearly indicate the variable's purpose

Variable values

  • Don't store sensitive data – Use "Secrets" for confidential information

  • Document values – Add comments or descriptions if necessary

  • Verify values – Ensure values are correct before using them in agents

Management

  • Regular review – Periodically verify that variables are still in use

  • Delete unused variables – Keep the list clean and manageable

  • Document usage – Note which agents use which variables

  • Check references before deleting – Always review "Reference Usage"

Security

  • Variables vs. Secrets:

    • Variables – For non-sensitive values (names, URLs, configurations)

    • Secrets – For confidential information (passwords, API keys, tokens)

Limitations and important notes

Permissions

  • All workspace members can create and view variables

  • Modification and deletion may require specific permissions depending on your configuration

  • Contact an administrator if you need additional permissions

Sensitive values

  • Do not store secrets in variables

  • Use the Secrets section for confidential information (passwords, API keys, etc.)

  • Variables may be visible to all workspace members

References and dependencies

  • Variables can be used by multiple agents

  • Deleting a variable may affect all agents that use it

  • Always check Reference Usage before deleting

Uniqueness

  • Labels must be unique within the workspace

  • If you try to create a variable with an existing label, an error may occur

  • Use descriptive, unique names to avoid conflicts

Troubleshooting

Issue: I can't create a variable

Possible causes:

  • Label or Value fields are empty

  • The label already exists

  • Connection problem

Solutions:

  • Verify both fields are filled

  • Use a different label

  • Check your internet connection

Issue: Search doesn't work

Cause: Input or filtering problem.

Solution: Clear the search and try again, or refresh the page.

Issue: I can't see a variable's value

Cause: The value may be hidden for security.

Solution: Click the eye icon to see complete details.

Issue: I can't delete a variable

Cause: The variable may be used by agents or you don't have permissions.

Solution:

  • Check Reference Usage to see which agents use it

  • Contact an administrator if you need permissions

  • Remove references from agents before deleting

Issue: Variable changes don't reflect in agents

Cause: Agents may cache variable values or need to be restarted.

Solution:

  • Wait a few moments for changes to propagate

  • Test the agent to verify the new value is used

  • Contact support if the issue persists

Frequently asked questions

What's the difference between Variables and Secrets?

  • Variables: For non-sensitive values (names, URLs, configurations) that may be visible to workspace members

  • Secrets: For confidential information (passwords, API keys, tokens) with enhanced security

Can I use a variable in multiple agents?

Yes, a variable can be referenced by multiple agents simultaneously. This is one of the main benefits of using variables.

What happens if I delete a variable that's being used?

Agents using this variable may be affected or break. Always check Reference Usage before deleting.

Are variables shared between workspaces?

No, variables are specific to each workspace. Each workspace has its own set of variables.

Can I export the list of variables?

This feature is not currently available in the interface. You can manually document your variables if needed.

How do I know which agents use a variable?

Open the variable details panel and check the Reference Usage section, which lists all agents using the variable.

Can I rename a variable?

Renaming may not be directly supported. You may need to create a new variable with the desired name and update agent references.

Is there a limit to the number of variables?

There is no documented limit, but it's best practice to keep your variable list manageable and delete unused variables.

Additional resources

  • Secrets – Learn how to store confidential information securely

  • Agents – Understand how to create and configure agents that use variables

  • Workspace administration – Overview of all admin features

Ready to create variables? Navigate to {} Variables in the left sidebar to define reusable values for your agents.