Global Variables

Global Variables let you store reusable values that can be referenced across all your workflows and automations. Instead of entering the same data in multiple places, define it once and use it anywhere using the token format.

Variables are useful for storing things like API base URLs, team email addresses, configuration values, or any data that appears repeatedly across your automations.

Note: Deleted variable keys cannot be reused, even after the variable is removed. So, plan your key names carefully before creating variables.

Common Use Cases

Global variables are most powerful when you have values shared across multiple automations, or values that change periodically. Here are some common patterns:

• API base URLs: Store your endpoint (e.g., https://api.yourapp.com/v2) in a variable. If the URL ever changes, update it once, and every automation stays current.
• Team email addresses: Define SUPPORT_EMAIL or ALERTS_EMAIL once and reference it in every notification workflow, instead of hard-coding it each time.
• Shared configuration: Store rate limits, retry counts, or timeout values centrally so they can be adjusted globally without touching each workflow step.
• Sensitive credentials: Use Secret type variables for API keys, webhook tokens, and passwords. They stay masked in the UI and are never exposed in logs.

Creating a Variable

To create a global variable:

1.     Go to Variables in the left sidebar.

2.     Click New Variable.

3.     Fill in the fields:

•       Key – A unique identifier for the variable. Must start with a letter and can only contain letters, numbers, and underscores. Maximum 100 characters.

•       Value – The value to store.

•       Type – The variable type: String, Number, Boolean, JSON, or Secret.

4.     Click Save.

Variable Types

OttoKit supports five variable types:

Type	Description	Max Length
String	Plain text. This is the default type.	10,000 characters
Number	Numeric values only.	10,000 characters
Boolean	Must be set to true or false.	N/A
JSON	Valid JSON only. Useful for storing structured data that can be accessed with dot notation.	10,000 characters
Secret	Encrypted at rest. Displayed as a masked value in the UI. Use for API keys, passwords, and other sensitive values.	5,000 characters

Using Variables in Workflows

To use a variable in an automation:

1.     Open the workflow builder.

2.     In any text field, type @ to open the variable suggestions panel.

3.     Click on the variable tab to see a list of variables

4.     Select the variable 

 Each time the automation runs, that value is used.

Secret Variables

Secret variables are encrypted before being stored and are never displayed in plain text in the interface. The value appears masked, showing only the last four characters.

To create a secret variable:

1.     Create a new variable.

2.     Set the Type to Secret.

3.     Enter the value.

4.     Click Save.

Note: Never use secret variables in public-facing workflows where the value could be exposed.

Editing and Deleting Variables

To edit a variable:

1.     Go to Variables.

2.   Under actions, click on the pen icon to edit the variable

3.     Update the key, value, or type.

4.     Click Save.

Note: Changing a variable’s type (for example, from String to Secret) will update the stored value accordingly.

To delete a variable:

1.     Go to Variables.

2.     Under actions, click on the bin icon to delete the variable

To delete multiple variables at once:

1.     Check the boxes next to the variables you want to delete.

2.     Click Bulk Delete.

3.     Confirm the deletion.

 Note: Deleted variable keys cannot be reused. There is no restore option once a variable is deleted.

System Variables

OttoKit includes 21 built-in system variables that are read-only and available to all plans. You do not need to create these, as they are automatically available in the workflow builder and can be used right away.

Category	Variables
Workflow	Step_ID, Execution_ID
Date & Time	Current_Datetime, Unix_Timestamp, Utc_Datetime_Human, Local_Datetime_Human, Utc_Date, Local_Date, Yesterday_Datetime, Last_Month_Datetime
Utilities	Random_hex, True, False, Blank, Space, Newline

Tips & Best Practices

• Name keys descriptively: Use names like SLACK_WEBHOOK_URL instead of URL1 so their purpose is clear to everyone on the team.
• Use SCREAMING_SNAKE_CASE: All-caps with underscores (e.g., API_BASE_URL) makes variables visually distinct from dynamic step data in the workflow builder.
• Plan key names before creating: Deleted variable keys cannot be reused. Think through your naming scheme upfront to avoid gaps in your variable list.
• Always use Secret type for credentials: Even if a value seems low-risk, store API keys and tokens as Secret to prevent accidental exposure in logs or the UI.
• Lean on system variables: OttoKit‘s 21 built-in variables (like Current_Datetime and Execution_ID) cover common time and tracking needs with no setup required.

Plan Limits

All plans support up to 1,000 global variables per organization. This limit applies equally across all plan tiers and is not affected by upgrades or downgrades.

Plan	Max Variables
Free	1,000
Pro	1,000
Business	1,000
Business+	1,000