List processing on Virtosoftware Guides & Docs

Does item exist in document library

Mon, 28 Oct 2024 19:36:47 +0000

This activity checks if an item exists in a document library.

Parameters#

Input parameters

Parameter	Description	Example
Current item (optional)	Item id which existence you want to check. If value is empty, the current item ID library from workflow context will be used.	5, [%Variable:ItemID%], Current Item:ID
Current document library (optional)	Document library id (guid) or title which item existence you want to check. If value is empty, the current document library from workflow context will be used.	/sites/my site/Documents/Subfolder 1/Subfolder2; /Root Documents Library
Document library [with folder]	Destination URL. Relative URL of document library [with folder].	/sites/my site/Documents/Subfolder 1/Subfolder2; /Root DocumentsLibrary
Variable	Variable (set by this activity). Contains true if item exists in destinationlibrary.
Site URL (optional)	The URLs of a SharePoint site where you want to check a document library for an item.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite

Example

Rename folder

Mon, 28 Oct 2024 19:36:42 +0000

This action allows user to rename a folder.

Parameters#

Input parameters

Parameter	Description	Example
The following name	New folder name
This folder	Folder name/path which you want to rename.	Folder001; Top Folder/Sub Folder 1/Sub Folder 2
Current list (optional)	List id (guid) or name where you want to rename folder. If the value is empty the current workflow context list will be used.	[%Workflow Context: List ID%]
Current site URLs (optional)	The URLs of a SharePoint site where you want to rename folder. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under
Overwrite Current Item Version	If versioning is enabled in the list and this flag is set to true the latest item version will be overwritten.	Yes/No

Example

Get list item ID by unique ID (extended)

Mon, 28 Oct 2024 19:36:36 +0000

When you create new list item using OOTB Create new item action it returns guid of newly created list item. If you want to get integer id of newly created list item, you can use the following Virto action. This action allows user to get list item integer ID by unique ID (guid) and saves it to a variable.

Parameters#

Input parameters

Parameter	Description	Example
Site URL (optional)	The URLs of a SharePoint site where you want to get list item integer id. Ifthe value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site

		URL%]subSite
Unique ID	Unique ID (guid) of list item which integer ID you want to get.	[%Variable:created%] 799e2825-a30c-4652-8d05-7af9f7d2f9b9
List (optional)	List ID (guid) or name where you want to get list item integer ID. If the value field is empty, current workflowcontext list will be used.	Documents[%Workflow Context: List ID %] 107/Lists/Tasks
Variable	Variable to save the integer ID. If list item is not found by unique ID returns-1.

Example

Create List Item (extended)

Mon, 28 Oct 2024 19:36:29 +0000

This activity finds the list by url and creates list item. The activity triggers create event.

Parameters#

Input parameters

Parameter	Description	Example
Field values	Dictionary contains field values for setting in created item
This list	List for querying. The value could be list name, list base template, guid (not supported with multiple sites) or list URL (this web site relative URL). If thevalue field is empty, current list will be used.	Documents[%Workflow Context: List ID %] 107/Lists/Tasks

Variable: item ID	Return integer value, ID of created item
Site URLs (optional)	The URLs of a SharePoint sites (semicolon delimited). If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
User name(optional)	User login name who you want theworkflow must be run under
User password (optional)	User password who you want the workflow must be run under

Example

Copy/Move Attachments

Mon, 28 Oct 2024 19:36:23 +0000

This activity allows to copy/move attachments from list item to other folder. Cross site copy is supported. SharePoint Designer phrase

Parameters#

Output parameters

Parameter	Description	Example
URLs	Returns a list of copied files	Variable:fileURLs

Input parameters

Parameter	Description	Example
Method	Copy or Move	Copy(0), Move(1)
ItemID	The ID of the source item.	Variable:ItemID
List identifier	The list where the item will be stored. The value could be list name, guid or list url (the web site relative URL). If the value fieldis empty, current list will be used.	[%Workflow Context: List ID %]/Lists/Tasks Tasks
DestinationUrl	The URL where the source folder will be copied/moved. You can use absolute URL as well as web site relative URL	https://contoso/SiteUrl/LibraryName/FolderNa me[%Workflow Context:Current Site URL%]/siteURL/Source Documents/Documents/
SiteURL	The URL of a SharePoint site. If the value field is empty,	[%Workflow Context:Current Site URL%]/ https://contoso/SiteUrl/

	current site will be used.
Overwrite	Overwrite a file if there is a file with the same name	Yes/No

Example

Copy or Move Document

Mon, 28 Oct 2024 19:36:17 +0000

Activity allows to copy/move document to a folder. Cross site copy/move is also supported. SharePoint Designer phrase

Parameters#

Input parameters

Parameter

Description

Example

Method	Copy or Move	Copy(0), Move(1)
SourceUrl	The URL of the document to be copied/moved. You can use absolute URL as well as web site relative URL.	[%Current Item: Encoded Absolute URL%]/Source Documents/report.xlshttps://contoso/SiteUrl/LibraryName/FolderNa me/DocumentName.docx[%Workflow Context:Current Site URL%]/siteURL//Source Documents/report5.xls/Documents/report.xls
DestinationUrl	The URL where the source document will be copied/moved. You can use absolute URL as well as web site relative URL	https://contoso/SiteUrl/LibraryName/FolderNa me[%Workflow Context:Current Site URL%]/siteURL/Source Documents/Documents/
SiteURL	The URL of a SharePoint site. If the value field is empty, current site will beused.	[%Workflow Context:Current Site URL%]/ https://contoso/SiteUrl/
Overwrite	Overwrite a file if there is a file with the same name	Yes/No

Example

Create new task

Mon, 28 Oct 2024 19:36:10 +0000

This activity allows to create a SharePoint task and returns task id.

**Note:**Using this activity you can create child tasks for new element. For example, a user creates a Summary Task 1 and then the workflow would create Task 2 as a child of Summary Task 1, etc.

Parameters#

Input parameters

Parameter	Description	Example
The following name	Title of task
Start date (optional)	Start date
Due date (optional)	Due date
Assigned to (optional)	SharePoint group id or name, user id or login name or email delimited by “,” or “;” who you want to assign the task to.
Parent task id (optional)	Integer id of parent task. The parent task string supports Parent Task ID or	12, [%Variable:ParentID%]

	path to parent task. Otherwise a summary task would be created in root.
The following bulk update (optional)	Bulk update string. Includes field name and field value lines.FieldName = FieldValue1 splitted by Enter key.	Description=Test Description Start Date=2010-12-10T12:30:00Published=1 Choice=My Choice #3 Lookup=12;#
Current list	List id (guid) or name where you want to create new task. Default value is current workflow context list.	http://mysharepoint/Lists/Tasks
Site URLs (optional)	The URLs of a SharePoint site where you want to create new task. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under

Example

Copy or Move List Item

Mon, 28 Oct 2024 19:36:03 +0000

This action copies list items.

Parameters#

Parameter	Description	Example
Method	Copy or Move
Item ID	The ID of source item	5, [%Variable:ItemID%], Current Item:ID
This list (optional)	The list where the item is stored. The value could be list name, quid or list url (the web relative URL). If value field isempty, current list will be used.	Tasks[%Workflow Context:List Name%]/Lists/ Tasks
This list (optional)	The destination list where the item will be copied\moved. The value could be list name, quid or list url (the web relative URL). If value field is empty, current list will be used.	Tasks[%Workflow Context:List Name%]/Lists/ Tasks
Source site URL (optional)	The URL of a source SharePoint site. If the value field is empty, current site	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;

	will be used.	[%Workflow Context:Current Site URL%]subSite
Destination site URL (optional)	The URL of a destination SharePoint site. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under

Copy or Move folder

Mon, 28 Oct 2024 19:35:58 +0000

This activity allows you to copy or move a folder (with or without subfolders) in a list or in a library (including the same list/library) on the specified site.

SharePoint Designer phrase

Parameters#

Input parameters

Parameter	Direction	Type	Description
Method	Required	Drop down	Copy or move
Source list	Optional	String	The list which contains folder. The value can be list name, guid or list url(the web site relative URL). If the value is empty, current list will be used.
Source folder	Required	String	Source folder url relative to list url. Examples: Folder 001; Folder 001/Sub folder 001; Folder 001/Sub folder 001/Sub sub folder 001
Destination list	Optional	String	The destiantion list where item(s) will be copied/moved to. The value can be list name, guid or list url (the web site relative URL). If the value is empty, current list will be used.
Destinationfolder	Required	String	Destination folder url relative to list url. Examples: Folder 002; Folder 002/Subfolder 002; Folder 002/Sub folder 002/Sub sub folder 002
Source site url	Optional	String	Absolute url of a source SharePoint site. If the value field is empty, current site will be used. Example: https://mycompany.sharepoint.com/
Destination site url	Optional	String	Absolute url of a destination SharePoint site. If the value field is empty, current site will be used. Example: https://mycompany.sharepoint.com/sites/mysite
User name	Optional	String	User login name who you want the workflow must be run under.
User	Optional	String	User password who you want the workflow must be run under.

password
Copy subfolders	Required	Drop down	Copy/move all subfolders in specified folder.
Copy attachments	Required	Drop down	Copy items attachments for generic lists (including calendar, task, etc.)
Overwrite documents	Required	Drop down	Overwrite existing documents for document libraries.

Example

Add/Remove folder

Mon, 28 Oct 2024 19:35:52 +0000

This activity allows to delete or create folder in a list or in a library on specified site. SharePoint Designer phrase

Parameters#

Input parameters

Parameter	Description	Example
Method	Add or Remove	Add(0), Remove(1)
List identifier	The URL of the library or of the list where the folder will be created/removed. The value could be list name, guid or list url (the web site relative URL. If the value field is empty, current list will beused.	Documents[%Workflow Context: List ID %]/Lists/Tasks
Site URL	The URL of a SharePoint site. If the value field is empty, current list will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current Site URL%]subSite
Folder Path	The path where the folder will be created/removed. The workflow action will create all folders included into the path. You can use absoluteURL, domain	http://contoso/sites/site/Lists/ListName/Folder1/SubFolder/sites/site/Lists/ListName/Folder1/SubFolder/Lists/ListName/Folder1/SubFolder/Folder1/SubFolder

relative URL, site relative URL, list relative URL

Example

Get field values from list

Mon, 28 Oct 2024 19:35:46 +0000

This activity extracts values from field from filtered list items at specified list and store result in dictionary.

Parameters#

Input parameters

Parameter	Description	Example
Thefollowing field	Field name which values you want to get from the list.	Title, Task Status
All (optional)	List view name or ID, or CAML query for list items those you want to get field values from.	All items, <Query><Where> … </Query></Where>
Current list	List name or id(quid) those you want to get field values from. If empty, current workflow context list will be used.	Tasks[%Workflow Context:List Name%]/Lists/ Tasks
Variable	After successful workflow execution contains field valuesfrom processed list items.

Example

Get list item url extended (using CAML query)

Mon, 28 Oct 2024 19:35:40 +0000

This activity returns Display Form or Edit Form for the first list item using CAML query.

Parameters#

Input parameters

Parameter	Description	Example
Display Form	Output url format:Display Form – link on list item display formEdit Form – link on list item edit form
CAMLquery	CAML query for getting list item(s).	<Query><Where> … </Query></Where>
Current list (optional)	Title or id(quid) of list where you want to get list item url. If the value field is empty, current list will be used.	Tasks[%Workflow Context:List Name%]/Lists/ Tasks
SiteURL (optional)	The URL of a SharePoint site where you want to get list itemurl. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]/subSite
Variable	List item URL

Example

Get list item url

Mon, 28 Oct 2024 19:35:33 +0000

This activity returns Display Form or Edit Form for selected list item.

Parameters#

Input parameters

Parameter	Description	Example
Display Form	Output url format:Display Form – link on list item display formEdit Form – link on list item edit form
Currentitem (optional)	List item ID which url you want toget. If the value field is empty, current item ID will be used.	[%Variable:ItemID%], Current Item:ID
Current list (optional)	Title or id(quid) of list where you want to get list item url. If the value field is empty, current list will be used.	Tasks[%Workflow Context:List Name%]/Lists/ Tasks
SiteURL (optional)	The URL of a SharePoint site where you want to get list item url. If the value field is empty,current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]/subSite
Variable	List item URL

Example

Get list items (CAML)

Mon, 28 Oct 2024 19:35:26 +0000

This activity allows getting list items using CAML Query from any site.

SharePoint Designer phrase#

Parameters#

Output parameters

Parameter	Description	Example
Items	The dictionary that represents the items	Variable:Items
Item Count	The number of items in the dictionary	Variable:Count

Input parameters

Parameter	Description	Example
List identifier	List for querying. The value could be list name, list base template, guid (not supported with multiple sites) or list URL (The web site relative URL). ). If the value field is empty, current list will beused.	Documents[%Workflow Context: List ID %] 107/Lists/Tasks
Caml Query	CAML query that will be run	<View Scope='RecursiveAll'><Query><Where><Contains><FieldRef Name='FileLeafRef' /><Value Type='File'> .docx </Value></Contains>

		</Where><OrderBy><FieldRef Name='ID' /></OrderBy></Query><ViewFields><FieldRef Name='FileLeafRef' /><FieldRef Name='FileRef' /></ViewFields><RowLimit>10</RowLimit></View>
Folder Path	The web site relative URL of a list folder from which results will be returned	/Lists/ListName/Folder1/SubFolder
Site URLs	The URLs of a SharePoint sites (semicolon delimited). If the value field is empty, current sitewill be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite

Example

Loop through list items and update field value

Mon, 28 Oct 2024 19:35:18 +0000

This activity allows looping through list items and updates items field value.

SharePoint Workflow Designer Phrase#

Parameters#

Input parameters

Parameter	Description	Example
Site URLs (optional)	The URLs of a SharePoint sites (semicolon delimited) where you want to update field value. If thevalue field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
Folder Path(optional)	The web site relative URL of a list folder from which results will bereturned	/Folder/Folder/Subfolder
Is impersona te	Ignore permissions of the user which initiated workflow. Execute activity under the Application Pool identity.	Yes/No
User name (optional)	User login name who you want the workflow must be run under	User name (optional)
User password (optional)	User password who you want the workflow must be run under	User password (optional)
List identifier	List for querying. The value could be list name, list base template, guid (not supported with multiple sites) or list URL (The web site relative URL). ). If the value field isempty, current list will be used.	Documents[%Workflow Context: List ID %] 107/Lists/Tasks
Caml Query	CAML query that will be run	<View Scope='RecursiveAll'><Query><Where>

		<Contains><FieldRef Name='FileLeafRef' /><Value Type='File'> .docx </Value></Contains></Where><OrderBy><FieldRef Name='ID' /></OrderBy></Query><ViewFields><FieldRef Name='FileLeafRef' /><FieldRef Name='FileRef' /></ViewFields><RowLimit>10</RowLimit></View>
Field Name	Display field name	Status
Field value	New field value	NEW_VALUE

Example

Loop through list items and update list items

Mon, 28 Oct 2024 19:35:11 +0000

This activity allows looping through list items and updating multiple list item fields.

Parameters#

Input parameters

Parameter	Description	Example
All (optional)	List view id (or name) or caml query (<View><Query><Where> …</Where> </Query></View>) for getting list item(s).	<View><Query><Where><Contains><FieldRef Name='Title' /><Value Type='Text'>test</Value></Contains></W

		here></Query></View>
Current list (optional)	List id (guid) or name where you want to get list item url. Default value is current workflow context list.	[%Workflow Context: List ID%]
Bulk update	Bulk update for list item. FieldName = FieldValue splitted by Enter key. Use<%FieldName%> in the right part of equation to reference list item value for the field.	Description=Test Description Start Date=2010-12-10T12:30:00Published=1 Choice=My Choice #3 Lookup=12;#
Site URLs (optional)	The URLs of a SharePoint site where you want to update list item. If the value field is empty, current site will beused.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you wantthe workflow must be run under

Example#

Get field value from list item

Mon, 28 Oct 2024 19:35:04 +0000

This activity extracts values from field from list items at specified list and store result in Variable.

Parameters#

Input parameters

Parameter	Description	Example
The following field	Field name which value you want to get.	Title, Due Date, Task Status
Current list item	List item ID which field value	[%Current item: ID%]

(optional)	you want to get. Default value is current workflow context list item ID.
Current list (optional)	List ID (guid) or name where you want to get list item field value. . Default value iscurrent workflow context list.	[%Workflow Context: List ID%]
Site URL(optional)	The URLs of a SharePoint sites (semicolon delimited). If the value field is empty,current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current SiteURL%]subSite

Example#

Get parent folder URL

Mon, 28 Oct 2024 19:34:57 +0000

This activity returns the server relative URL of the parent folder of an item.

Parameters

Parameter	Description	Example
Current list item (optional)	List item ID which parentfolder server relative URL you want to get. Default	[%Current item: ID%]

	value is current workflow context list item ID.
Current list (optional)	List ID (guid) or name where you want to get parent folder server relative URL of list item. Default value is current workflowcontext list.	[%Workflow Context: List ID%]
Site URL(optional)	The URLs of a SharePoint site where you want to get parent folder server relative URL of list item. If the value field is empty, current sitewill be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
Variable	Contains folder server relative URL of list item.

Example

Get parent folder name

Mon, 28 Oct 2024 19:34:48 +0000

This activity returns name of the parent folder of an item.

Parameters

Parameter	Description	Example
Current list item (optional)	List item ID which parent folder name you want to get. Default value is currentworkflow context list item ID.	[%Current item: ID%]

Current list (optional)	List ID (guid) or name where you want to get parent folder name of list item. Default value is current workflow context list.	[%Workflow Context: List ID%]
Site URL(optional)	The URLs of a SharePoint site where you want to get parent folder name of list item. If the value field is empty, current site will beused.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
Variable	Contains folder name of list item. If item is located in root list folder empty string is returned.

Example

Rename document

Mon, 28 Oct 2024 19:34:40 +0000

This activity finds the document by ID of list item and sets a new document name and title.

**Note:**The activity doesn’t modify file extension or content type.

Parameters#

Input parameters

Parameter	Description	Example
Current item id (optional)	List item id where you want to rename document. Default value is current workflow context list item id.	[%Current item: ID%]

Current list (optional)	List id (guid) or name where you want to rename document. Default value is current workflow context list.	[%Workflow Context: List ID%]
New document name	New document name.
Site URLs (optional)	The URLs of a SharePoint site where you want to rename document. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl;[%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under

Example

Set field value (extended)

Mon, 28 Oct 2024 19:34:35 +0000

This activity finds the list item by id and updates value of specified field.

Parameters#

Input parameters

Parameter	Description	Example
The following value	Field value which value you want to assign to the field.	New value
The following field	Field name or ID which value you want to update.	Title
Current list item (optional)	List item ID which you want to get. Default value is current workflow context list item ID.	[%Current item: ID%]
Current list	List ID (guid) or name where you want to set list item field value. Default	[%Workflow Context: List ID%]

	value is current workflow context list.
Site URLs (optional)	The URLs of a SharePoint site where you want to set list item field value. If the value field is empty, current site will be used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current Site URL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under

Example

Publish list item

Mon, 28 Oct 2024 19:34:28 +0000

This activity finds the document by ID and submits the file for content approval with the specified comment.

Parameters#

Input parameters

Parameter	Description	Example
Current list item id (optional)	List item id where you want to publish list item. Default value is current workflow context list item id.	[%Current item: ID%]
Current list (optional)	List id (guid) or name where you wantto publish list item. Default value is current workflow context list.	[%Workflow Context: List ID%]


The following comment	Publishing comment. Required for publishing.
Site URLs (optional)	The URLs of a SharePoint site where you want to publish list item. If the value field is empty, current site willbe used.	https://contoso/SiteUrl; https://contoso/Sites/SiteUrl; [%Workflow Context:Current SiteURL%]subSite
User name (optional)	User login name who you want the workflow must be run under
User password (optional)	User password who you want the workflow must be run under

Example