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Some workflow steps need a value such as an API key for another service, a webhook address or a price. Instead of typing it into every step, save it once as a variable and refer to it by name. Mark a key as secret and its value stays hidden. This guide adds a made-up key to Northwind’s “Thank new wholesale leads” workflow, then deletes it. The workflow stays switched off.

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Open the variables

Open the workflow (click Workflows in the left rail, then the workflow’s name). Click the gear at the top right, then Environment Variables.
The editor's gear menu with Environment Variables outlined at the bottom, below Manage Credentials

Environment Variables, in the editor's menu

The panel lists the variables this workflow can use: its own, plus any shared across your account. Click Add Variable.

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Add a variable

  • Variable Name: capital letters, numbers and underscores, starting with a letter, for example PRICE_LIST_API_KEY.
  • Value: the key or setting itself.
  • Mark as secret: tick it for a key or password. The value is then hidden behind dots in the list.
  • Description: what it’s for, so your team knows.
Add Variable: Variable Name PRICE_LIST_API_KEY, upper snake case only; Value shown as dots; Mark as secret ticked and outlined, value will be masked; Description Key for the wholesale price list service (demo); and the Add Variable button

A made-up key, marked as secret

Click Add Variable. A message confirms it, and the variable appears in the list with its value hidden.
Environment Variables for the workflow Thank new wholesale leads: PRICE_LIST_API_KEY with a lock, its value hidden as dots, the description, and {{env.PRICE_LIST_API_KEY}} below it, outlined, with copy, edit and delete icons; the whole row outlined

The variable, ready to use

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Use it in a step

In any step field that takes variables, type the name shown under the variable, for example {{env.PRICE_LIST_API_KEY}}. When the workflow runs, the step uses the saved value. The copy icon on the variable’s row copies it for you. To change a value later, click the pencil on its row. For a secret, type the new value; the old one isn’t shown. Every step that uses the name picks up the new value.

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Delete a variable

Click the trash icon on its row, then Delete variable. Steps that still use it will fail, so take it out of them first. Northwind deleted its made-up key right after this guide.

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