Create Reference Step

Use the Create Reference step to generate dynamic item references to a SmartObject item. You can use this for various line of business systems for which you have SmartObjects created. An item reference is an XML structure that contains information about loading records from a SmartObject. The Create Reference step binds the SmartObject data to the workflow, making it easier to reuse the SmartObject reference and properties of the SmartObject throughout your workflow.

Use the Create Reference step to:

Eliminate the need to create data fields to track SmartObjects used in the workflow
Make a single SmartObject call to create the reference instead of setting up filters and parameters each time you need to use a SmartObject property
Use properties of the reference throughout your workflow activities and events

Drag the Create Reference step from the Basic category, Favorites bar, or the Recent category onto the canvas.

Example of a Create Reference step in a workflow

How to add a Create Reference step

From the Toolbox click the Basic category, then drag the Create Reference 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 Create Reference tab. Use this tab to configure the reference to a SmartObject or SmartObject method.

The following table explains the available options:

Option	Explanation	How to Use
SmartObject and Method
Select SmartObject	Contains a list of recently used SmartObjects and a Browse button to locate more.	Select the SmartObject from the drop down menu.
Select Method	Contains a list of methods of the SmartObject.	Select the method from the drop down menu.
Identifier	Once you select a method, the Identifier is populated. The Identifier only displays when the SmartObject does not contain a key property and requires you to select one.	Select the identifier from the drop down menu.
Filters	The filter enables you to specify parameters and filters to return data. Use operators such as Equal, Not Equal, Starts With, Ends With, and Contains. Applying filters is optional. Parameters are sometimes required and depend on the SmartObject 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 the Add button 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.
Properties	Specify additional properties for the returned results.	Click the add button to add additional property fields. Select the property from the drop down menu. 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.
Fill Reference	This option enables you to create a reference to refer to, and use it in any part of your workflow.	To create a reference click Create. Reuse this reference or add it to any other part within your workflow.

Select a SmartObject from the recently picked drop down list or browse to one. This is a required field.
Select Browse and find the SmartObject containing the record or records you need to reference.

For more information about the different browse states and errors, see the Browse State topic.

For more information on how to use the breadcrumb bar, see the How to use the Breadcrumb topic.

Select a method of the SmartObject from the drop down.
In this example, the List method is selected which, when selected, shows the Identifier field.

When determining the key property for the selected SmartObject, the workflow designer shows available methods. It checks for a default load method and, if a method is found, uses the ID property. If a default Load method is not found, it checks for the default list method. If that is found, it uses the key property. If not found, all available properties are returned and you can select one to use.

Click the Add Filter link to specify parameters or filters to return data dynamically.
Filtering is dependent on the service object. Some service objects have filter functionality built in as part of the query issued by the broker. For those service objects that don't, the filter is applied after data is returned to the SmartObject. In the latter case, the number of records that are handled by K2 (versus the LOB system) could cause workflow performance issues.

Select a property from the drop down 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.

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.

In the Filters section, click the Add button to add a property.
In the Properties section click the drop down menu to select and configure a value. In the added property field, type a value, use inline functions, or dynamic fields, by clicking on the Add button to expand the Context Browser. Within the Context Browser, select inline functions and fields from the Functions, Fields, SmartObjects and Workflow categories. Click and drag the function into the property field.
To add additional properties to filter by, click the Add button.
To delete properties, select one 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 and change it.
To locate the added reference expand the Context Browser, select Fields and expand the Reference section.
Click the List Options down arrow to configure what data is returned and if you want it sorted.

The following table explains the available options:

Option	Explanation	How to Use
List Options	Specify what data to return from the list. You can select one of the following: All - Returns all records First - Returns the first record Last - Returns the last record Index - Specify index	Select the option from the drop down menu.
Ordered By	Use this to specify a field on which the returned data is sorted. You can select the display order as ascending or descending.	Check the Ordered By check box to enable this option. Select the field to order on, from the drop down menu. Select either the Ascending or Descending radio button.

Option

Explanation

How to Use

List Options

Specify what data to return from the list. You can select one of the following:

All - Returns all records
First - Returns the first record
Last - Returns the last record
Index - Specify index

Select the option from the drop down menu.

Ordered By

Use this to specify a field on which the returned data is sorted. You can select the display order as ascending or descending.

Check the Ordered By check box to enable this option.

Select the field to order on, from the drop down menu.

Select either the Ascending or Descending radio button.

With the step selected, select the Properties tab.

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 field.
Reset link	Use the link to reset any changes to the title.	Click the Reset link to reset the Title 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 Description field.
Notes	Allows you to add additional notes for the step.	Enter a value into the Notes field.

Click the Errors tab.

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 exceptions:

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 box to continue if an error occurs. Uncheck the check box to stop workflow execution if an error occurs.

The tab contains the following unhandled exception:

Exception	Explanation	How to Use
Log Exception	Logs the exception to the error log.	Check the box to log the exception.

Your changes are automatically saved.