> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cassidyai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Utility variables

> Access metadata about the current Workflow run, the user who triggered it, and the Workflow itself for logging, personalization, and conditional logic.

Utility variables provide metadata about the current [Workflow](/workflows/overview) execution. Use them to personalize outputs, create audit trails, send contextual notifications, and implement conditional logic based on run details.

## Access utility variables

<Steps>
  <Step title="Open the variable selector">
    While editing an action's prompt or input field, type **#** or click **Insert Variable**. A dropdown appears showing trigger inputs and action outputs.

    <Frame>
      <img src="https://mintcdn.com/cassidy/fKT2RiTD5Kge6TLJ/images/workflows/variable-selector-dropdown.png?fit=max&auto=format&n=fKT2RiTD5Kge6TLJ&q=85&s=c28f77e4643f7d3c00c6558e694ab1b7" alt="Variable selector dropdown showing trigger inputs and action outputs" width="1000" height="662" data-path="images/workflows/variable-selector-dropdown.png" />
    </Frame>
  </Step>

  <Step title="Navigate to Utilities">
    In the dropdown, hover over **Utilities** to expand the available utility variables.

    <Frame>
      <img src="https://mintcdn.com/cassidy/fKT2RiTD5Kge6TLJ/images/workflows/utilities-section-expanded.png?fit=max&auto=format&n=fKT2RiTD5Kge6TLJ&q=85&s=2db53eb9b54530f0d1c35c42ed12b1dc" alt="Utilities section expanded in the variable selector showing Workflow Run, Run by User, and Workflow variables" width="1242" height="466" data-path="images/workflows/utilities-section-expanded.png" />
    </Frame>
  </Step>

  <Step title="Select a variable">
    Click the variable you want to insert. Cassidy formats it with the correct syntax automatically.
  </Step>
</Steps>

For general information on variables, see [referencing variables](/workflows/building#reference-variables-between-steps).

## Available variables

### Workflow Run

| Variable                         | Description                                                 |
| -------------------------------- | ----------------------------------------------------------- |
| **ID**                           | Unique identifier for this specific run                     |
| **Link**                         | Direct URL to view this run in Cassidy                      |
| **Started At Date (UTC)**        | The date the run began, in UTC                              |
| **Started At Date & Time (UTC)** | Full timestamp (date and time) when the run started, in UTC |
| **Is Test Run**                  | `true` if this is a test execution, `false` for live runs   |

### Run by User

| Variable  | Description                                       |
| --------- | ------------------------------------------------- |
| **Name**  | Full name of the user who initiated the run       |
| **Email** | Email address of the user who triggered the run   |
| **Role**  | Organizational role of the user (Member or Admin) |

### Workflow

| Variable | Description                                                      |
| -------- | ---------------------------------------------------------------- |
| **Name** | Display name of the Workflow                                     |
| **Link** | Direct URL to the Workflow configuration page                    |
| **ID**   | Unique identifier for the Workflow itself (not the specific run) |

## Common use cases

<AccordionGroup>
  <Accordion title="Personalization">
    Include the runner's name in email outputs or customize content based on their role. For example, add `"Prepared by: #Run by User > Name"` to a generated report.
  </Accordion>

  <Accordion title="Logging and audit trails">
    Include the Run ID, user email, and timestamp in output files for compliance tracking. This is especially useful when Workflows process sensitive data or interact with external systems.
  </Accordion>

  <Accordion title="Notifications">
    Send Slack messages or emails that include who ran the Workflow, when it started, and a link to the run for quick reference.
  </Accordion>

  <Accordion title="Conditional logic">
    Use **Is Test Run** with [Paths](/workflows/building#add-conditional-logic-with-paths) to behave differently during testing vs live execution. For example, skip sending real emails during test runs, or write to a staging database instead of production.
  </Accordion>

  <Accordion title="Workflow management">
    Include the Workflow name and link in generated reports or communications so recipients can easily navigate back to the source automation.
  </Accordion>
</AccordionGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Reference variables" icon="hashtag" href="/workflows/building#reference-variables-between-steps">
    Learn how to pass data between Workflow steps using all variable types.
  </Card>

  <Card title="Structured output fields" icon="list-check" href="/workflows/advanced/structured-output-fields">
    Define consistent output formats for your Workflow actions.
  </Card>
</CardGroup>