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Overview

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Each time the reference is encountered, for example in an Action or Conditiona trigger action or macro condition, the value at that moment in time will be retrieved. This means your workflow can dynamically adapt to changing situations.

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There are several types of value reference, depending on where the information is stored:

Where can I use them?

Value references can be used in macro parameters, sometimes macro body, and even Conditionsconditions. However, actual availability depends on two factors:

• The

  the type of reference determines which macros it can be used in

• The

  the macro used determines which parameters support value references

For a full list of places where value references can be used, see Conditions, Content and Value References. But remember it's the reference type and macro which determine the specifics.

Comala Document Management includes

• get-metadata macro that can be used to retrieve the value of a value reference

• set-metadata macro that can be used to create metadata or set a value for a metadata reference

• workflow parameter references are bespoke value references that can be created and defined for a workflow using workflow builder

Workflow parameters can be used as placeholders for the users who are reviewers for approvals; duration periods for the expiry of your content or labels to be added to your documents allowing you to create a workflow that can be used for different teams or projects but these values set within a space or for a specific document.

Value reference retrieval order

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This order is important when there are conflicts in value reference names.

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In your workflow you might need to refer to the author of a piece of content. You won't know this information in advance. To get around this problem, you can use the @author@ value reference, which is one of the references that the Workflows app creates and updates automatically. When a macro that uses the reference is activated, the reference gets replaced with the username of the person who most recently created or edited the content.

{workflow:Value references}
   {state:Editing|submit=Review}
   {state}
   {state:Review|approved=Published|rejected=Editing}
      {approval:Review}
   {state}
   {state:Published|final=true|updated=Editing}
   {state}
   {trigger:pageapproved|approval=Review|partial=true}
      {send-email:@user@|Subject=Your recent @approvalname@ approval} 
         Thank you for approving @page@ which was created by @author@ 
      {send-email}
   {trigger}
{workflow}

All examples

See also

Workflow Authoring Guide:

• Actions

• Conditions

• Events

• Reviews

• States

• Triggers

Integration Guides:

• Metadata, Forms and Reporting Integrations