# Defining Data ## Overview In Kognitos, **defining data** refers to naming a specific piece of information, allowing it to be stored, referenced, updated, and passed between steps within an automation. Every **data element** (also referred to as a **fact**) consists of two parts: 1. A [**name**](#data-names) that identifies and labels the data. 2. A [**value**](#data-values), which represents the information itself. Values can be singular or plural. ### Defining Singular Data To define a **singular** data element, use **"is"**: ``` is ``` ### Defining Plural Data To define a **plural** data element, use **"are"**: ``` are ``` ### Examples 1. In this example, **the customer** is the data name. It is assigned the singular value **"John Smith"**: ``` the customer is "John Smith" ``` 2. Here, **the items** is the plural data name. It is assigned the plural value of **the documents**. ``` the items are the documents ``` 3. In this example, **the fruits** is the plural data name. It is assigned a list *(plural)* of fruit values: ``` the fruits are the apple, the banana, the orange ``` {% hint style="warning" %} Make sure singular names pair with singular values, and plural names pair with plural values! For example, you wouldn’t write **“the fruits is the orange”**. Instead, you would write: **“the fruits are the oranges”**. {% endhint %} ## Data Names Data names define how information is labeled and referenced. The following rules apply: #### 1. Begin with "the" Data names must be prefaced with **the**. For example: ``` the email ``` ``` the phone number ``` ``` the primary username ``` #### 2. Names can be Simple or Descriptive Data names can be simple or descriptive. Adjectives can be used in descriptive names to provide additional clarity or context. For example: **Simple Name** ``` the message ``` **Descriptive Name** ``` the very special user greeting message ``` ## Data Values Data values can be singular or plural. Possible data types include **numbers**, **text**, **dates**, **lists,** or **references to other data** elements. ### 1. Numbers **Numeric** values can be assigned to data such as age, balance, or rates. For example: ```undefined the age is 21 ``` ```undefined the bank balance is $120.20 ``` ```undefined the interest rates are 5.67, 6.25 ``` ### 2. Text **Text** values can be words, sentences, or phrases. They can include any characters—letters, numbers, symbols, or spaces—as long as they are enclosed in double quotes (`""`). For example: ```undefined the message is "Welcome to Kognitos!" ``` ```undefined the username is "i-like-to-automate-123" ``` ``` the announcement is "We're so glad you're here. Let's build something great together." ``` ### 3. Dates A **date** value represents a specific calendar day, such as a due date, birthday, or event date. Be sure to enclose date values in double quotes (`""`). For example: ```undefined the due date is "2024-11-05" ``` ``` the project start date is "January 1, 2024" ``` ``` the birthday is "March 22, 1990" ``` ### 4. Lists To define a **list**, separate the values by commas. For example: ``` the test scores are 95, 86, 100, 77, 65 and 99 ``` ```undefined the coupon codes are "SAVE20", "SALE2024", "HAPPYHOUR" and "JUST4U" ``` ```undefined the email addresses are "john@gmail.com", "johnny@yahoo.com" and "johnsmith@aol.com" ``` ### 5. Referencing Other Data The value of a data element can also be a **reference to another data element**. In these cases, the data value is set to another data name. For example: ``` the username is the customer email ``` ``` the documents are the receipts ``` ``` the approver is the manager ``` {% hint style="warning" %} **Note:** You can only reference another data element if it has been defined earlier in the automation. {% endhint %} ### 6. The Above When a data element's value is set to `the above`, Kognitos makes a **copy of the value** from the previous lines in the automation: ``` is the above ``` #### Examples 1. In this example, **the backup email** is assigned the value `john@example.com`. ``` the customer email is "john@example.com" the backup email is the above ``` 2. Here, **the invoice total** is assigned the value `150`. ``` the order total is 150 the invoice total is the above ``` 3. In this example, **the file** is assigned a copy of the above file in the automation. ``` the file is the above ``` ## Reassigning Data Use the `use` keyword to reassign a data element, which **copies the reference** to the original data value: ``` use as the ``` {% hint style="warning" %} #### Warning: Overwriting Data Updating a referenced data element can overwrite previous data — see Example 2 for more details. {% endhint %} #### Examples 1. In this example, the **registration date** is reassigned the value `11-05-2024`. ```undefined use "11-05-2024" as the registration date ``` 2. In this example, **the order name** is assigned a copy of the reference to **the last name**, meaning it will point to the same value. ```undefined use the last name as the order name ``` If the last name changes, the order name will also change, because it references the same value. When the last name changes to `Smith-Brown` (line #3), the order name also changes (line #4): {% code lineNumbers="true" %} ``` the last name is "Smith" use the last name as the order name the last name is "Smith-Brown" the order name ``` {% endcode %} --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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