SharePoint Online - Retrieve an item

Use the SharePoint Online - Retrieve an item action A tool for building the processes, logic, and direction within workflows. Actions are the steps the workflow performs to complete a process. to retrieve a specified item from a SharePoint Online list.

For more information about the SharePoint Online connector, go to SharePoint Online.

Before you begin: 

Jump to:

Configure the SharePoint Online - Retrieve an item action

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

  1. Add the action to the workflow and open the action configuration panel. For more information, see Add an action to the workflow.

  2. Select a SharePoint Online Connection. If you do not have a connection, see Add a connection.

    3. Note: 

    Only the connections created with the List and libraries authentication method will be available in the drop-down list.

    For more information about authentication methods for SharePoint Online connections, see Authentication methods for SharePoint Online connections.

  1. Type the SharePoint site URL that has the list with the list item you want to copy and click Retrieve lists.

    2. Example: https://domain.sharepoint.com/sites/hr

    All the lists in the specified site are displayed in the List name field drop-down list.

  1. Select the List name that you want to retrieve an item from.

    2. Caution: Querying and retrieving items from lists that contain 12 or more columns of the type - People, Lookup, or Managed Metadata, can cause a list view threshold error.

  1. Specify the Item ID of the item you want to copy. For information about how to get the Item ID, see Item ID.

SharePoint Online - Retrieve an item action fields and settings

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

Section Field Description Variable types
(unlabeled)

Connection Credentials and other settings that enables workflows to communicate with external systems, services, or applications. It's required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store.

SharePoint Online connection to access the SharePoint Online site to use for the action.

To refresh the available connections, click Refresh.

 (n/a)
Source item

SharePoint site URL

The URL of the SharePoint Online site that has the list or document library you want to use.

To retrieve the lists for the SharePoint site URL, type the SharePoint site URL and click Retrieve lists.

Example: https://domain.sharepoint.com/sites/hr

Text, Decimal, Integer, Boolean, DateTime, Collection
 

List name

The list that has the item you want to retrieve.

The lists and document libraries within the site specified in SharePoint site URL are displayed in the drop-down list.

Text, Decimal, Integer, Boolean, DateTime, Collection
  Item ID

The ID of the list item you want to retrieve.

  1. Open the SharePoint Online list that contains the item.

  2. At the top of any column, select the down arrow, then select Column settings > Show/hide columns.

  3. In the Edit view columns pane that is displayed, select the ID check box and click Apply.

    The ID column is displayed in your list.

Integer
Output Result

Store the result of the action in an object that has all the columns in the selected SharePoint list.

Note: 

If the selected list has Lookup type columns with secondary columns, the secondary columns will be available as String (Text) data type variables in the output object.

In the Column settings for a Lookup type column, fields selected in the Add a column to show each of these additional fields section are secondary lookup columns. For more information, see Lookup columns.

Object