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Configure System Variables

Updated

System Variables let global administrators store a value once and reuse it across an entire SmartSimple site. Global administrators can access the System Variables list, create a new variable, view a variable's update history, and restore or purge deleted variables from the Global Settings page. Once a variable is created, it can be referenced anywhere in the system using the @system.variableName@ syntax.

Who: Global administrators

When to Use System Variables

Use System Variables when:

  • The same value needs to appear in more than two places in a site and should be maintained in a single location.
  • A shared resource, such as a guidelines document stored in SmartFolders, is published as a URL and referenced through a variable.
  • A reviewer-scoring process requires a standardized scoring protocol applied across the system.
  • A value needs to change based on the user's language, using context-based (system2) variables.

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Access the System Variables List

To access the list of available System Variables:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configuration section and click System Variables.

A list of the available System Variables is displayed. Use the Search box at the top right of the page at any time to filter the list.

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Create a System Variable

To create a new System Variable:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configuration section and click System Variables.
  3. Click the New System Variable [+] button.
  4. Complete the following fields.
    • Name - The variable name referenced in the @system.variableName@ syntax.
    • Description - An optional description of the variable.
    • Value - The value returned by the variable. If the value is a date, use the yyyy-mm-dd format.
    • ID - Populated automatically by the system.
  5. Click Save.

The page refreshes, the title changes from New to Edit, and the Name field is grayed out because it can no longer be edited. Any changes made to the variable from this page apply system-wide to every reference to that variable.

NOTE  After a System Variable is saved, its Name cannot be changed. To rename a variable, create a new variable with the desired name and delete the original.

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View Update History

The update history records each revision made to a System Variable, including a date and time stamp, the name of the user who made the change, and the differences in the Value and Description fields.

To view the update history of a System Variable:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configuration section and click System Variables.
  3. Click the edit [pencil] icon next to the applicable variable.
  4. Click the Update History icon at the top of the Edit System Variable page.

The Update History for that variable is displayed, allowing each change to the variable to be reviewed.

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Restore or Purge a Deleted System Variable

The Deleted System Variables tab lists deleted variables for up to 90 days. Within that period, an administrator can restore or purge a variable manually. After 90 days, the system automatically purges the variable, and it can no longer be recovered.

To restore or purge a deleted System Variable:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the System tab.
  2. Locate the System Configuration section and click System Variables.
  3. Click the Deleted System Variables tab.
  4. Check the checkbox next to the applicable variable, and then click the Restore icon or Purge [trash] icon.

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