Check Out Document step
Use the Check Out Document step to check out a document from SharePoint so it can be modified. To commit the changes to the document, you need to also add a the Check in Document step to check the document back in to SharePoint. You can, for example, use the Check Out Document step as part of a business application to check out a document and modify it.
Drag the Check Out Document step from the SharePoint category, Favorites bar, or the Recent category onto the canvas.
Example of a Check Out Document step in a workflow
- From the Toolbox click the SharePoint category, the Document category, and then drag the Check Out Document step onto the canvas.
- 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.
- Select the Check Out Document tab. Use this tab to configure the step's properties.
- From the Document section, select either Pick Document (select a referenced document from the menu) or Find Document (browse to the document). In this example, select Find Document. From the menu select Browse and navigate to a location of the document to check out.
- Select the library and click OK.
- Click the Add Filter link to specify parameters and filters.
- Select a property from the 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.
- In the Filters section, click Add to add a property.
- To delete properties, select them and click the Trash bin.
- To create a reference click Create. Reuse this reference in the current step or from another step in your workflow.
- To edit the auto-generated reference title, click Edit.
- To locate the added reference, expand the Context Browser, select Fields and then expand the Reference section.
- With the step selected, select the Properties tab.
- Click the Errors tab.
- If the option is selected - the instance continues to the next step in the workflow.
- If the option is not selected - Runtime exception error occurs.
Your changes are automatically saved.
The following table explains the options available on this tab:
Option | Explanation | How to Use |
---|---|---|
Pick Document | Use this to pick a referenced document. The menu contains a list of referenced documents in the workflow. If you don't see items in the menu, you need to create a SharePoint referenced item using a SharePoint reference step within the workflow. | Select the Pick Document radio button to enable this option. Click the menu and select the reference name. |
Find Document | Use this to browse to the library containing the desired document. | Click the Find Document radio button to enable this option. Click the menu and select Browse to browse to a specific one. |
Filters | The filter allows you to specify parameters and filters to return data. Applying filters is optional. Use operators such as Equal, Not Equal, Starts With, Ends With, and Contains. Parameters are sometimes required - it depends on the SmartObject method selected. If the method has parameters, you probably need to provide values for those parameters to execute the 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 Add 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 Document Later | Use this option to create a reference to the document that can be used in 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. |
For more information about the different browse states and errors, see the Browse States topic.
For more information on how to use the breadcrumb bar, see the How to use the Breadcrumb topic.
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.
The following table explains the options available on this tab:
Option | Explanation | How to Use |
---|---|---|
Title / Name | By 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/Name field. |
Reset link | Use the link to reset any changes to the title. | Click the Reset link to reset the Title/Name field to default value. |
Show Label | Allows 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. |
Description | Allows you to add a detailed description for the step. | Enter a value into the Create New field. |
Notes | Allows you to add additional notes for the step. | Enter a value into the Notes field. |
Different types of exceptions can occur on a step, such as:
Type | Description |
---|---|
Known exceptions | Any 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 exceptions | Any unknown runtime exceptions. |
The tab contains the following Known exception/s:
Exception | Explanation | How to Use |
---|---|---|
Continue on error | On step execution and an error occurs, continue to the next step in the workflow. | Check the check box to continue if an error occurs. Uncheck the check box to stop workflow execution if an error occurs. |
Continue if document is checked out | On step execution and the added document is checked out (cannot be edited), the following options are available: | Check the check box to continue to the next step if document is checked out. Uncheck the check box causes Runtime exception error. |
The tab contains the following unhandled exceptions:
Exception | Explanation |
---|---|
Log Exception | Logs the exception to the error log. |
Force error when required SmartObject inputs are missing | Will forcefully throw an error if a SmartObject method has input missing. |
Continue on error | Will force the workflow to continue running the SmartObject method, even if it runs into an error. |