Add Document to Library Step

Use the Add Document to Library step to add or upload a document to a SharePoint site. Use the Add Document to Library step in the following scenarios:

A business application workflow uploads documents associated with a customer order to a library, putting all documents from that order in the same place
A business application uploads documents provided for archival, editing, or review purposes
New customer on-boarding workflow uploads documents related to the customer to a library

To use the SharePoint steps in K2 Workflow Designer, you must have SharePoint installed in your environment. To see the version of SharePoint that K2 supports, view the Compatibility and Support Matrix.

Drag the Add Document to Library step from the SharePoint category, Favorites bar, or the Recent category onto the canvas.

Example of an Add Document to Library step in a workflow

How to add an Add Document to Library step

From the Toolbox click the SharePoint category, the Document category, and then drag the Add Document to Library step onto the canvas.

Error Console

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 Add Document to Library tab. Use this tab to configure the step's properties.

The following table explains the options available on this tab:

Option	Explanation	How to Use
Document	Use this to supply a field that contains the document content. Select a document reference defined earlier in the workflow or use a content field and drag a pre-configured field from the Context Browser such as an item Reference or SmartObject load method property. Note: When a SmartObject load method property is used, an input property is required for the correct information to load.	Type or drag a value into the Document field.
Destination Library
Pick Library	Use this section to specify the library where the document is uploaded.	Click the drop down menu and select Browse to browse to a specific site.
Use Library Reference	Use this to pick a referenced library. The drop down menu contains a list of referenced libraries in the workflow.	Select the Use Library Reference radio button to enable this option. Click the drop down menu and select the reference name.
Library Template	Use this to select the SharePoint Document template.	Click the drop down menu and select a template
Folder	Use this section to select a folder where the document is uploaded. If the folder does not exist, the step creates the folder. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.	Type or drag a value into the Folder field.
Properties	Use this section to add properties and detail for the document. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields.	Click the Add button to add a property. Click the drop down to select the property. 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.

In the Document field type a value or use inline functions or dynamic fields by clicking the expand or collapse toggle to expand the Context Browser. Within the Context Browser, select inline functions from the Functions, Fields, SmartObjects or the Workflow categories to define your function. Click and drag the function on to the field.

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.

From the drop down menu, click Browse and navigate to the location of the library.
Select the library and then click OK.

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.

In the Folder field type a value or use inline functions or dynamic fields by clicking the expand or collapse toggle to expand the Context Browser. Within the Context Browser, select inline functions from the Functions, Fields, SmartObjects or the Workflow categories to define your function. Click and drag the function on to the field.
In the Properties section, add fields and values to update with. Click the Add button.
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, click the Add button.
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.

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	When this option is selected the workflow is not in an error state, but merely continues executing the next step.	Check the check box to continue the workflow.
Overwrite existing document	During execution, when an existing document with the same name is found in the library, the following options are available: If the option is selected - the new document overwrites the existing document. If the option is not selected - Runtime exception error occurs.	Check the check box to overwrite existing document. Unchecking the check box results in a runtime exception that must be handled by a process administrator.
Continue if document is checked out	During execution, if the new document is checked out (cannot be edited), the following options are available: 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.	Check the check box to continue to the next step if document is checked out. Unchecking the option results in a runtime exception that must be handled by a process administrator.
Continue if there is no document to upload	On step execution, if the new document is empty (contains no content), the following options are available: 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.	Check the option to continue to the next step if there is no document to upload. Unchecking the option results in a Runtime exception that must be handled by a process administrator.

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.