Get List Item Reference Step

Use the Get List Item Reference step to create a reusable reference to a SharePoint list item. You can reuse a list item reference throughout a workflow.

You can, for example, use the Get List Item Reference step in a shipment processing workflow to update the order's properties and then move that order to a new folder. Creating a list item reference for the order allows you to access values from the reference instead of locating it in each step.

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 List Item Reference step from the SharePoint category, Favorites bar, or the Recent category onto the canvas.

Example of a Get List Item Reference step in a workflow

  1. From the Toolbox click the SharePoint category, the List Items category and then drag the Get List Item 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 List Item Reference tab. Use this tab to configure the properties.

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

    Option Explanation How to Use
    List

    Use this to browse to the list on a registered SharePoint Site Collection.

    Click the drop down menu and select Browse to browse to a specific site.

    Filters

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

    Use operators such as Equal, Not Equal, Starts With, Ends With, and Contains.

    Applying filters is optional. Parameters are sometimes required and depend on the SmartObject 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 the Add button 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 List Item Later Use this 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 List drop down menu Browse and navigate to a location to add the list.
  5. Select the site and list and click OK.

    6. For more information about the different browse states and errors, see the Browse State 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 drop down 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 the Add button to add a property.
  9. To delete properties, select them 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 field.
    Reset linkUse the link to reset any changes to the title.Click the Reset link to reset the Title 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 Description 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 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.