Administrators and catalog administrators often define multiple catalog items that use the same group of service catalog variables. Catalog managers and catalog editors can attach a variable set for items and categories to which they are assigned. However, catalog managers and catalog editors cannot create a variable set.

For example, a catalog administrator defines 10 catalog items for types of servers. The request process for all these items asks the same five questions, using the same variables.

Associating these variables individually per catalog item is repetitive, time-consuming, and error-prone. Also, to make a single change to multiple catalog items involves manually changing each item. For example, to add a variable to 10 catalog items, you would need to manually associate the variable with each item.

Variable sets allow you to create a collection of structured variables that can be reused across multiple catalog items and order guides. Using variable sets saves time because you do not have to create the same variables individually for many catalog items. Also, when variables should be modified, you can modify the variable set and the changes are reflected across all the catalog items that are associated with the variable set.

Variable sets also allow you to define catalog client scripts and UI policies that are applicable to the variables in the set.

A catalog administrator can provide read, write, and update roles to access a variable set. When you access variables of a variable set, a validation is first done at the variable set level, and then at the variable level. If the access is blocked at the variable set level, then the access settings on the variable are over-ridden. If the access is allowed at the variable set level, then access at the variable level is verified.