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Note: The current built-in variables feature is primarily designed to address permission issues. The permissions module is being upgraded, and this feature will be deprecated once the new version is released. Going forward, please use the more powerful new permissions system.

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1. What Are Built-In Variables

In some scenarios, you may want to submit certain fields on a page without displaying them to users. One approach is to add a component to the page, configure the component’s default value with a formula, and then hide the component. However, this method is cumbersome. Built-in variables offer a simpler alternative. Currently, built-in variables support only two types: the current signed-in user, and that user’s managers up to level 5 (inclusive). In short, built-in variables refer to data within a form that defaults to values tied to the submitting user. A typical use case is applying them in Data Permission Settings so that the current signed-in user can view only the data submitted by themselves and their subordinates.

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2. How to Set up Built-In Variables

To use built-in variables, go to Form Settings >> Page Settings >> Add Built-in Variable. Built-in variables support the current user and managers up to level 5 (inclusive).

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3. Common Scenarios

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3.1 Submitters View Only the Data They Submitted

  1. Go to Page Settings >> Built-in Variables >> Add Built-in Variable: Current User.
  2. Go to Page Settings >> Permission Settings >> Add permission group. Set the filter condition to Current User = Created by. Save, then add All Members to the permission group.
For details about Form permission settings, see the help article: Form Permission Settings.

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3.2 Submitters View Only the Data Submitted by Their Subordinates

  1. Go to Page Settings >> Built-in Variables >> Add Built-in Variable: Level-N Manager through Level-1 Manager.
  2. Go to Page Settings >> Permission Settings >> Add permission group. Set the filter condition to Level-1 Manager = Current User. Save, then add All Members to the permission group.
For details about Form permission settings, see the help article: Form Permission Settings.