Create a variable - Cloud

Library

Security Administrators can create, modify, and delete variables in the library by using Author.

To create a new variable:

  1. Open the library in Author, and then select File > Manage Variables.

    The Variables window opens and lists the variables used by the library.

  2. Click Add.

    The Variable default settings window opens.

    Variable Default Settings

  3. Type a Name for the variable. Choose a name that is unique and will not be used to describe any other variables.

    Note: The variable name may only contain the characters 0-9, a-z, A-Z and _ (underscore). The name cannot include a pipe (|) or semi colon (;). These characters are reserved for use in the command line syntax.

  4. Choose the Type of variable that you wish to use in your topic.
  5. Type a Description to identify the intended use of the variable.
  6. Select a Value for the variable. This is the default value that is placed into the variable placeholder.
  7. Click OK to save the new variable.
  8. Repeat these steps for each new variable.

Prompt before publish

Choose this option to assign a variable value at publishing rather than applying a value to the object (at topic, book, or library level). For example, this option can be used with an employment contract where variable values are unique for each publishing.

Creating new variables to use as variant criteria

When creating variant criteria, you should consider creating new variables rather than using your existing variables. Once variables have been converted into variant criteria they cannot be used as variables in topics, or used to assign variable metadata to topic or book objects. The check box for changing variables to variant criteria cannot be cleared when criteria are associated with variant objects.

This option is only available when the List of Values is selected from the Type drop-down list.

Hidden variables

Selecting the Hidden check box enables you to hide a variable from various options in Author-it Editor and Contribute. These include the Manage Variables list, the Assign and Insert lists, and the Variable Assignments window. The variable remains visible in the Manage Variables window when the logged in user is a member of the library admin group.

For example, you can use this option with variables created for assigning metadata to objects for use with plugins or the SDK. The variables are not used in the topic text,and so do not need to be seen by authors. This option should not be applied to any system variables, which are identified with the prefix "SYS_".

When this option is selected, the Prompt Before Publish and Variant Criteria options are disabled.