Variables
You're beginning to enhance the topic that you created in the second lab. In the previous section, you used entities and slot filling to automatically detect the data from a user's sentence and store specific data in a variable. Now, you'll learn how to use the data that you obtained from the question in a variable and then display it within a message by using Microsoft Copilot Studio unified authoring.
Task: Learn about variable types
Variables let you save responses from your customers to help guide the conversation (such as determining whether to provide different instructions for returns based on the purchase price of the item). And you can use them directly in the conversational response from the Copilot (for example, "I can help you return the {variable_ProductName}").
By default, you can only use a variable's value in the topic where the variable is created. However, if you want the Copilot to reference the same value across other topics, you can choose to make it a global variable (you might know this concept from other applications). Basically, when the conversation moves to a different topic, the Copilot can remember and use variable values that have been filled in from previous topics in the conversation. In Microsoft Copilot Studio, you can set up variables by using Microsoft Power Fx functions and outside of a Question node by using the Set a Variable value node.
Different types of variables in Microsoft Copilot Studio include:
System - These variables are normally populated with system data, and you can use them in conditions. System variables aren't user made and are part of the platform. You can access system variables in the authoring canvas from the variable selection under System.
Topic - These variables are user made from the Set a Variable Value node or the Question node. These variables are by default limited in scope and available only in the topic that's being created and no other topics. Two options are available to expand this scope for topic variables if they can receive values from other topics and return values to other topics. With these options set, a topic variable is no longer limited to only being used in the topic, but other topics can use it. You can access Topic variables in the authoring canvas from the variable selection under Custom.
Global - These variables are available from any topic, and they're a good way to store data that multiple topics use to help the conversation, regardless of how many topics are triggered within it. You can access Global variables in the authoring canvas from the variable selection under Custom.
You can use variables in several places, including the Questions, Conditions, and Set Variable Value nodes. The variable can be a custom value that uses Power Fx, a user-entered value, a response from a question, or system variable values.
Use this first exercise to become familiar with the Set Variable node and to review the different types of variables. This task involves creating a new node, creating a new variable, renaming the variable, and determining other variables that you can use within Microsoft Copilot Studio at the system level. At the end of this task, you'll delete this node.
In your topic, create a Set variable node anywhere in the canvas by selecting the add node button. Then, select Variable management > Set a variable value. This step is for exploring variable options, so it isn't critical that you add the variable in a specific location. It's deleted later.
A new Variable node is created. Select the Select a variable menu under the Set variable section within the node. A flyout panel opens on the right side. Select the Create a new variable button.
Your new variable is made and is, by default, called Var1 (or a different number if you already created a variable with this name, such as Var2 or Var3).
Select the name of the variable to open the Variable properties panel on the right side of the screen, where you can rename a variable and change the scope of a variable from Topic or Global.
Tip
It's a best practice to ensure that you name your variables to something descriptive based on the data that's being stored. This approach helps you in the future and helps other makers.
Select the X in the upper-right corner of the Variable properties panel to close it. Determine what data you can use to store in the variable. You can use other variables that you created in your authoring canvas, or you can use system variables or formulas. On your Set variable value node, select the arrow to the right of To value. A flyout panel appears that contains separate headings named Custom, System, Environment, and Formula (using Power Fx, which is covered later in this lab).
Select the System heading to open the System Variable list. Now, you'll be able to view all variables that Microsoft Copilot Studio uses. These variables contain data that Microsoft Copilot Studio populates, and you can also use this data in your own variables. Review these options so that you know what's available by default.
Now that you reviewed the options that are available to you within the Set variable node, you can remove this node by selecting the extended menu options and selecting Delete, as shown in the following screenshot (it won't be used in the next lab exercises).
From anywhere within the authoring canvas, you can also use the Variables window to review all variables within the topic, including global variables. Go to the upper right of the screen and select Variables to view this panel. It's beneficial to review all variables within a topic, especially large topics.
Task: Use variables in a message node
In this exercise, you will learn how to use the data from the Check Order Status topic you created. At this point, you should have the Question node in your topic linked to the Order Action entity.
Open your Question node and select the variable name, which should still be Var1 or similar if you created another variable before it.
In the right panel that opens, rename the Variable name to
CustomerActionand then select Global to change the scope from local (topic) to Global so that other topics can access it, as shown in the following screenshot.
Now, you use the variable that you completed from the question or trigger phrase in the message as dynamic data. Select the Message node and insert it within the message phrase where it's appropriate by placing your cursor in your message text where you want the variable to display. Select the {X} variable icon and then select the Global.CustomerAction variable that you recently created. This action is common to insert a variable in place of the literal word, making it dynamic based on data provided from the user or customer's question.
Your Message node with your entered text should display the variable within the sentence. This action allows your message to be dynamic depending on what the customer asks for in the topic, and it's saved in the variable using slot filling. You might consider changing the wording of your message to match the following:
No problem. We can(variable)that for you. Let us take a look at that now and get your information.
Select the Test your copilot option to test the behavior of the Copilot and the changes that you made by triggering the topic with a trigger phrase. The following screenshot shows this process in action.
Tip
Within the Variable management options is the Clear all variables that option, which clears all variable values. This option is useful if you want to begin or loop back into the same topic but take new values, especially if you've set up question behavior properties where a question could be skipped if it already had a value.
Variables are the best way to store dynamic data or data that you want to perform conditions or checks on to drive conversational behavior in a particular way, as you'll observe in the next task.
Congratulations on completing this task. You've now reviewed variables and the different types in Microsoft Copilot Studio.