Variables in Power Automate Desktop

 

What are Variables in Power Automate Desktop?

In Power Automate Desktop, a variable is like a container where you can store information (like numbers, text, or lists of items). Once information is stored in a variable, you can use it in your automation flows to make decisions or perform actions.

Think of variables as storage boxes that hold data for you to use later in your automation. You can change the contents of a variable during the flow or use it in multiple actions.

Real-Life Example:

Let’s say you want to automate checking your school email for new assignments. You could use variables to store:

• Your email address.
• Your password.
• The subject line of the email (e.g., "Math Assignment").

These variables will help Power Automate Desktop remember important details, and use them whenever you need to access that information.

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What are Data Types?

Just like a variable is a container, a data type tells you what kind of information is inside the container. There are different types of data, like text, numbers, and dates. When you create a variable, you have to tell Power Automate Desktop what kind of data it will hold.

In simpler terms:

• Data types define the kind of information a variable can store.
• Each data type can store specific types of data, like words, numbers, or lists.

Let’s look at the most common data types in Power Automate Desktop.

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Common Data Types in Power Automate Desktop

Here are the most common data types you’ll use in PAD:

1. Text

• Description: A text variable stores words, sentences, or anything that is written (like names, addresses, or messages).

• Real-Life Example: If you want to store your name in a variable, you would use the Text data type. For example, you could create a variable called studentName and store “John” inside it.

  text
  studentName = "John"
  

2. Number

• Description: A number variable stores numerical values. This can be any kind of number, like 1, 50, or 999. You can also use numbers for calculations.

• Real-Life Example: If you’re tracking how many assignments you have, you might store the number of assignments in a Number variable, like totalAssignments.

  number
  totalAssignments = 5
  

3. Boolean (True/False)

• Description: A boolean variable can only store one of two values: True or False. This is useful when you need to make decisions or check if something is correct or incorrect.

• Real-Life Example: If you want to know if your assignment has been submitted, you could create a variable called isSubmitted and set it to True if the assignment is done, or False if it’s not.

  boolean
  isSubmitted = True
  

4. Date/Time

• Description: A Date/Time variable stores dates and times. It can be used to keep track of important dates (like deadlines) or to measure how long a task takes to run.

• Real-Life Example: If you want to automate checking if a document is past its due date, you could store the due date in a Date/Time variable, like dueDate.

  datetime
  dueDate = "2024-11-15 10:00:00"
  

5. List

• Description: A List variable is like a box that can hold multiple items. For example, you can store a list of names, numbers, or any other type of data in a list.

• Real-Life Example: Let’s say you have a list of classmates who need to submit an assignment. You can store their names in a List variable called studentsList.

  list
  studentsList = ["John", "Emma", "Chris"]
  

6. Dictionary

• Description: A Dictionary is a special type of variable that stores pairs of data. It’s like a list, but instead of just items, each item has a key and a value. For example, you can store a student’s name as the key and their grade as the value.

• Real-Life Example: You could create a dictionary called studentGrades where each student’s name is paired with their grade.

  dictionary
  studentGrades = {"John": "A", "Emma": "B", "Chris": "A"}
  

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Different Types of Variables in Power Automate Desktop

Power Automate Desktop supports several types of variables based on the data type you choose. Let's quickly review the variable types:

1. Global Variables

• Description: Global variables are available throughout the entire flow. You can set a global variable at the start of your flow, and any action in the flow can access and modify it.

2. Local Variables

• Description: Local variables are only available in a specific scope (usually inside a subflow or an action). Once the flow leaves that scope, the variable is no longer accessible.

3. System Variables

• Description: System variables are pre-built by Power Automate Desktop. They store information like the current date and time, the username of the person running the flow, or the version of Power Automate Desktop you are using.

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Real-Life Example of Using Variables in Power Automate Desktop

Let’s say you want to create a flow that automatically checks your school email for new assignments, and you want to send a reminder if an assignment is due tomorrow. Here’s how variables and data types would work:

1. Create Variables:

   • studentName (Text) = "John"
   • isSubmitted (Boolean) = False
   • dueDate (Date/Time) = "2024-11-15 10:00:00"

2. Actions:

   • Check if isSubmitted is False (if the assignment is not yet submitted).
   • If the assignment is due tomorrow, send a reminder email.

3. Flow Logic:

   • The flow will use the Boolean variable isSubmitted to check if the assignment is done.
   • It will use the Date/Time variable dueDate to compare the current date and determine if the assignment is due soon.
   • The Text variable studentName can be used to personalize the reminder email.

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Key Differences Between Data Types

Each data type serves a different purpose. Here’s a quick comparison of the key differences:

Data Type	What It Stores	Example
Text	Words or sentences	"John", "Math Assignment"
Number	Numeric values	5, 100, 3.14
Boolean	True/False values	True, False
Date/Time	Dates and times	"2024-11-15", "12:30:00"
List	Multiple items	["John", "Emma", "Chris"]
Dictionary	Key-Value pairs	{"John": "A", "Emma": "B"}

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Conclusion

In Power Automate Desktop, variables and data types are essential for storing and working with information during automation. Here's a quick recap:

• Variables are like storage containers for information that you can use in your flow.
• Data types define what kind of data a variable can hold, such as text, numbers, or dates.

Using the right data type for your variables ensures that your automation works smoothly and correctly. So next time you’re building a flow, think about what kind of data you need to store and choose the right variable type!

I hope this blog helps you understand variables and data types in Power Automate Desktop. If you have any questions, feel free to ask. Happy automating! 🚀