Get Library Reference step

Use the Get Library Reference step to create a reusable reference to a SharePoint library. You can reuse a library reference throughout a workflow. You can, for example, use the Get Library Reference step in the following scenarios:

  • In a workflow you need to add multiple documents at various points to a single library. Using a library reference, you can access the library using the reference for each document step
  • You create a reference for multiple SharePoint libraries where these libraries contain at least one field with the same name. A SmartObject will be generated for every library returned in the reference
To use the SharePoint steps in K2 Workflow Designer, you must have SharePoint installed in your environment. To see the version of SharePoint that K2 supports, view the Compatibility and Support Matrix.

Drag the Get Library Reference step from the SharePoint category, Favorites bar, or the Recent category onto the canvas.

Example of a Get Library Reference step in a workflow
  1. From the Toolbox click the SharePoint category, the Libraries category and then drag the Get Library Reference step onto the canvas.
  2. Select the added step and click the expand / collapse toggle to expand the Configuration Panel. You can also double click the step to expand the panel.
  3. Select the Get Library Reference tab. Use this tab to configure the library properties.

    4. The following table explains the options available on this tab:

    Option Explanation How to Use
    Find Libraries

    Use this to browse to the site containing the library.

    Click the menu and select Browse to browse to a specific one.

    Filters

    The filter allows you to specify parameters and filters to return data.

    Applying filters is optional. Use operators such as Equal, Not Equal, Starts With, Ends With, and Contains.

    Parameters are sometimes required - it depends on the SmartObject method selected. If the method has parameters, you probably need to provide values for those parameters to execute the method.

    Click the Add Filter link to add filters.

    Select filter values from the drop-down menu.

    Click the operator button to select the operator.

    Click Add to add additional filter properties

    Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    To delete properties, select them and click the Trash bin.

    Use Library Later Use this option to create a reference to use from other steps within the workflow.

    Click the Create link to create a reference.

    Click the Edit link to edit the reference name. If you edited the reference name and want to reset it, click the Reset Name link.
  4. From the Library section select the Find Libraries menu. Browse and navigate to the location of the library.
  5. Select the site and click OK.

    6. For more information about the different browse states and errors, see the Browse States topic.

    For more information on how to use the breadcrumb bar, see the How to use the Breadcrumb topic.

  6. Click the Add Filter link to add filters.
    7. Applying filters is optional. Parameters depend on the SmartObject method and are sometimes required. The filter may have a positive impact on performance by limiting the number of records returned. When you create a filter, only records that match the filter criteria are returned.
  7. Select a property from the menu. Select an operator to define the filter. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.

    8. For more information on how to use Smartfields see the Smartfield Composer topic. Added filters can be grouped together to form parameters. To group parameters, click the AND button.

  8. In the Filters section, click Add to add a property.
  9. To delete filter properties, select it and click the Trash bin.
  10. To create a reference click Create. Reuse this reference in the current step or from another step in your workflow.
  11. To edit the auto-generated reference title, click Edit.
  12. To locate the added reference, expand the Context Browser, select Fields and then expand the Reference section.
  13. With the step selected, select the Properties tab.

    14. The following table explains the options available on this tab:

    OptionExplanationHow to Use
    Title / NameBy default, each step on the canvas has a step title. You can change this title to suit your workflow logic and show it on the canvas by checking the Show Label box.Enter a value into the Title/Name field.
    Reset linkUse the link to reset any changes to the title.Click the Reset link to reset the Title/Name field to default value.
    Show LabelAllows you to see the step label on the canvas. The label shows the value of the title.Check the check box to display step label on the canvas.
    DescriptionAllows you to add a detailed description for the step.Enter a value into the Create New field.
    NotesAllows you to add additional notes for the step.Enter a value into the Notes field.
  14. Click the Errors tab.

    15. Different types of exceptions can occur on a step, such as:

    TypeDescription
    Known exceptionsAny SmartWizard or standard wizard that has Boolean options for handling known exceptions have these options displayed as check boxes in the Known exceptions section of the Exceptions tab.
    Unhandled exceptionsAny unknown runtime exceptions.

    The tab contains the following known exception:

    ExceptionExplanationHow to Use
    Continue on errorOn step execution and an error occurs, continue to the next step in the workflow.Check the check box to continue the workflow.

    The tab contains the following unhandled exception:

    ExceptionExplanationHow to Use
    Log ExceptionLogs the exception to the error log.Check the box to log the exception.

  15. Your changes are automatically saved.