SharePoint Online - Send document to repository

Use the SharePoint Online - Send document 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 send a document from a SharePoint Online document library to a repository in the SharePoint Online site.

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

Before you begin: 

Jump to:

Configure the SharePoint Online - Send document to repository action

Prerequisites 

The Content Organizer feature must be activated for the SharePoint Online site for the Send document to repository action to run successfully. If this feature is not activated the action will fail. When the Content Organizer feature is activated a document library named Drop Off Library is created and the documents you select to send to repository is sent to this document library.

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 list.

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

  1. Select the Document library that has the document you want send to a repository.
  2. Add conditions to query and select the items to send.
  3. Set the Document limit.
  4. In the Action field, select whether to copy or move the document to the repository.

SharePoint Online - Send document 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 connect to the SharePoint Online site containing the document library you want to checkout items from.

To refresh the available connections, click Refresh.

 (n/a)
Source library

SharePoint site URL

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

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

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

Important: 

The Content Organizer feature must be activated for the SharePoint Online site for the Send document to repository action to run successfully. If this feature is not activated the action will fail. When the Content Organizer feature is activated a document library named Drop Off Library is created and the documents you select to send to repository is sent to this document library.

For more information about content organizer, see Configure the Content Organizer to route documents.

  1. In the SharePoint Online site, click Settings.

  2. Select Site Settings. The Site Settings page is displayed.

  3. In the Site Actions group, click Manage site features.

  4. Next to the Content Organizer feature, click Activate.

    When the feature is activated, Active is displayed in the Status column and a document library named Drop Off Library is created and displayed in the Site Contents page.

    The documents you select to send to repository is sent to this document library by default.

Text, Decimal, Integer, Boolean, DateTime, Collection
  Document library

The document library that contains the document you want to send to a repository.

When you specify the SharePoint Online site URL, all the document libraries in the selected site will be available to select from the drop-down list.

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

Add conditions to specify the items to send to the repository. All items that match the conditions will be sent to the selected 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 documents in sub folders When selected, items within sub folders that match the conditions specified are also sent to repository. (n/a)
  Document limit

The maximum number of documents that can be sent at a time.

Maximum number of documents that can be sent is 5000.

 Integer
  Action

Specify whether to copy or move the document to the repository.

  • Copy: Creates a copy of the document and sends this copy to the destination repository. Retains the original document in its source location.
  • Move: Moves the original document from its source location. Users will no longer be able to access the document from its original location.
 (n/a)
Output

Result

Store the result of the action in an object with the following variables:

  • All documents sent: Boolean variable to store the result of the action. Returns Yes if all documents are sent successfully. Returns No, even if one fails.
  • Document URL(s): Collection variable to store the new URLs of the documents sent.

Object