Lookups reference

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Lookups reference

This topic describes lookup options available in the configuration settings dialog box for some workflow actions.

Return type can be changed for some lookup options. For example, using Workflow Context lookups, you can set the return type for the value "Publish user" to display name, email address, login name, or user ID. For instructions, see Change the return type.

Availability of lookups within a workflow action is indicated by a drop-down list that includes Value, List Lookup, and other options depending on the action. Depending on context, the drop-down list for a lookup contains one or more of the following options.

Option	Description
Value	Literal value entered manually or dynamic value built at run time using inserted references. For more information on inserting references, see Insert references.
Workflow Data	Workflow variable with option for changing the return type. For instructions on changing the return type, see Change the return type.
List Lookup	Reference to a property of the current item or any item within a list or library in the current site. Displays additional options for defining source and field. By default, Source is set to use the current item and Field lists all available properties for the selected source. For sources other than the current item, use the options When and Equals to locate items in the source list. For example, in the Shared Documents library, select the ID of an item where the Name of the item is Finance Jan 2016. For information about lookups used in message templates, see Define message templates (farm level).
Workflow Context	Common references with option to change return type. For more information about common references, see Insert Reference dialog box.
User Profiles	Reference to a user profile property ("source") for the specified account name. Displays additional options for defining source and account name. Example account name: DOMAIN\jsmith. Note: User Profiles lookups are only available in environments that have SharePoint Server 2013. These lookups are not available in Microsoft SharePoint Foundation 2013.
Workflow Constants	Workflow constant (globally set value at the level of farm, site collection, or site). For more information about workflow constants, see Insert workflow constants.

Option

Description

Value

Literal value entered manually or dynamic value built at run time using inserted references. For more information on inserting references, see Insert references.

Workflow Data

Workflow variable with option for changing the return type. For instructions on changing the return type, see Change the return type.

List Lookup

Reference to a property of the current item or any item within a list or library in the current site. Displays additional options for defining source and field.

By default, Source is set to use the current item and Field lists all available properties for the selected source. For sources other than the current item, use the options When and Equals to locate items in the source list. For example, in the Shared Documents library, select the ID of an item where the Name of the item is Finance Jan 2016.

For information about lookups used in message templates, see Define message templates (farm level).

Workflow Context

Common references with option to change return type. For more information about common references, see Insert Reference dialog box.

User Profiles

Reference to a user profile property ("source") for the specified account name. Displays additional options for defining source and account name. Example account name: DOMAIN\jsmith.

Note: User Profiles lookups are only available in environments that have SharePoint Server 2013. These lookups are not available in Microsoft SharePoint Foundation 2013.

Workflow Constants

Workflow constant (globally set value at the level of farm, site collection, or site). For more information about workflow constants, see Insert workflow constants.