SharePoint Online - Send document set to repository

Use SharePoint Online - Send document set to repository action A tool for building the processes, logic, and direction within workflows. Actions are the steps the workflow performs to complete a process. to copy or move an existing document set in a specified SharePoint Online site to a repository in the same site.

For example, you can automate project migration process using this action. As part of the migration or hand off process, the management team may automate to move the project specific files and folders stored within the document set to a new project repository.

Note: The Send document set to repository action does not support Lookup and Managed Metadata column types. If the document library has Lookup or Managed Metadata type columns the document set is not sent to the target destination.

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

Before you begin: 

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Configure the SharePoint Online - Send document set to repository action

Prerequisites 

You must ensure that all the above prerequisites are met in the SharePoint Online site before configuring the Send document set to repository action. If they are not met it may result in workflow failures.

For instructions, see this Microsoft help page.

  1. Navigate to the site that you want to configure.
  2. In the destination library/repository, click Settings > Advanced Settings.

    3. In the Content Types section, ensure Yes is selected for Allow management of content types?.

To create a content organizer rule, follow the steps provided in the Create Content Organizer rules to route documents article. While configuring make sure to choose the following options:

  • For Submission’s Content Type, choose:

    • Document Set Content Types for Group.

    • Document Set for Type.
  • For Target Location, browse the site navigation and select the destination repository (Document set content type should be enabled) where you want to send the document sets.

    Note: The document library selected for the target location must be configured to allow contents of the type Document set, otherwise the action will fail. For more information to enable different content types in SharePoint Online, see the Add a content type to a list or library article.

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.

    Note: Only the connections created with the List and libraries authentication method are available in the drop-down. For more information about authentication methods for SharePoint Online connections, see Authentication methods for SharePoint Online connections.

  3. Type a SharePoint site URL and click Retrieve libraries.

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

  5. Select the source Document library that contains the document set(s) that you want to send to a repository.

  1. Type a value for Document set limit. Maximum limit is 100 document sets.

    2. Important: If you are performing this action on a document set/library containing more than 5,000 items at the root level, the workflow will fail. For example, if your library contains 15,000 items (overall) and 4500 at the root level, your workflow will run successfully. However, if your library contains 15,000 items (overall) and 6000 at the root level, your workflow will fail.

  2. Select a suitable Action to perform on the selected source document library.

SharePoint Online - Send document set to repository 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 in which the source document library is available.

To refresh the available connections , click .

 (n/a)
Source library

SharePoint site URL

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

To retrieve the SharePoint site data, type the SharePoint site URL and click Retrieve libraries.

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

Boolean, Collection, DateTime, Decimal, Integer, Text
 

Document library

The name of the document library where the action will retrieve the document set from.

Boolean, Collection, DateTime, Decimal, Integer, Text
Conditions Add conditions/Edit conditions

Add or edit conditions to specify the document set to send. Only the document sets that match the conditions set are sent to the repository.

For conditions involving columns with multiple values, you need to create conditions for each available value and select And or Or options accordingly.

Displays the condition builder to define new conditions or edit existing conditions.

  • Add conditions - Displayed when there are no existing conditions specified for the action.

  • Edit conditions - Displayed when there are existing conditions set for the action. You can edit the conditions.

The Condition builder supports nested conditions, enabling you to create conditions within another condition.

(n/a)
Condition builder When

Displays the items from the Column field of the selected list.

Note: 

The following columns are not supported in the Condition builder:

  • Calculated

  • Hyperlink

  • Managed Metadata

  • Multiple lines of text

 Text, Decimal, Integer, Boolean, DateTime, Collection
  Operator

How the item from the When drop-down and Value are compared. Select from the drop-down.

The operators available in the drop-down depend on the data type of the item selected from the When drop-down.

 (n/a)
  Value

The value you are expecting in the column (field) specified for When.

The data type of Value must match the data type of the item selected in the When drop-down.

 (varies)
  Add

Adds a new condition. When adding a new condition you have to select the level of the condition.

Select Nested condition to nest the new condition within the condition above it.

(n/a)
  And/Or

The connecting operator to use for the conditions. If you select:

And: The workflow starts when the item that is added matches all the conditions.

Or: The workflow starts when the item that is added matches any one of the conditions.

 (n/a)
  Edit

Displays the following options menu for a condition. The following options are available:

  • Promote: Promotes the condition to a higher level. Promote option is shown if the condition is nested within another condition and allows you to move it to a higher level.

  • Demote: Demotes the condition to a lower level. If you demote a condition it is moved to a lower level making it nested within the condition immediately above it.

  • Delete: Deletes the selected condition.

 (n/a)
  Include document sets in subfolders Option used to apply this action on the document sets within the subfolder(s) in the specified source document library. (n/a)
  Document set limit

Value to indicate the maximum number of document sets that can be used for this action. Maximum limit is 100 document sets.

Important: If you are performing this action on a document set/library containing more than 5,000 items at the root level, the workflow will fail. For example, if your library contains 15,000 items (overall) and 4500 at the root level, your workflow will run successfully. However, if your library contains 15,000 items (overall) and 6000 at the root level, your workflow will fail.

Integer
  Action

Option to copy or move when sending.

  • Copy: Create a copy of the document set and then send this copy to the destination repository. Retain the original document set in its source location.
  • Move: Create a copy of the document set, send this copy to the destination repository, and then delete the original document set from its source location. Users will no longer be able to access the document set from its original source location.
 (n/a)
Output Result

Stores the result of the action as an object with the following variables:

  • All document sets sent: Boolean variable to store the outcome, the following values are returned:
    • Yes: When all the document sets are successfully sent to the repository.
    • No: When one or more documents sets are failed to be sent to the repository. 
  • Send to repository status: Collection variable to store the sending status of the document sets that have been sent to repository.
  • Document URL(s): Collection variable to store the URL(s) of the document sets that have been sent to the repository.
 Object