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.

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 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

  1. From the Toolbox click the SharePoint category, the Document category, and then drag the Check Out Document step onto the canvas.
    2. For more information on how to use the error console, see the Error Console topic.
  2. 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.
  3. Select the Check Out Document tab. Use this tab to configure the step's properties.

    4. The following table explains the options available on this tab:

    OptionExplanationHow to Use
    Pick Document

    Use this to pick a referenced document. The drop down menu contains a list of referenced documents in the workflow.

    Select the Pick Document radio button to enable this option.

    Click the drop down 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 drop down menu and select Browse to browse to a specific site.

    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.

    Use Document LaterUse 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.

  4. From the Document section, select either Pick Document (select a referenced document from the drop down menu) or Find Document (browse to the document). In this example, select Find Document. From the drop down menu select Browse and navigate to a location of the document to check out.
  5. Select the library and click OK.

    6. 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.

  6. Click the Add Filter link to specify parameters and filters.
    7. Applying filters is optional. Parameters depend on the SmartObject method and are sometimes required. The filter may have a positive impact on performance by limiting the number of records returned. When you create a filter, only records that match the filter criteria are returned. Applying filters is commonly used when the Find Document option is selected.
  7. 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.

    8. 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.

  8. In the Filters section, click the Add button to add a property.
  9. To delete properties, select them and click the Trash bin.
  10. To create a reference click Create. Reuse this reference in the current step or from another step in your workflow.
  11. To edit the auto-generated reference title, click Edit.
  12. To locate the added reference, expand the Context Browser, select Fields and then expand the Reference section.
  13. With the step selected, select the Properties tab.

    14. The following table explains the options available on this tab:

    OptionExplanationHow to Use
    Title / NameBy 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 linkUse the link to reset any changes to the title.Click the Reset link to reset the Title field to default value.
    Show LabelAllows 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.
    DescriptionAllows you to add a detailed description for the step.Enter a value into the Description field.
    NotesAllows you to add additional notes for the step.Enter a value into the Notes field.
  14. Click the Errors tab.

    15. Different types of exceptions can occur on a step, such as:

    TypeDescription
    Known exceptionsAny 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 exceptionsAny unknown runtime exceptions.

    The tab contains the following Known exception/s:

    ExceptionExplanationHow to Use
    Continue on errorOn 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.

    Continue if document is checked out

    On step execution and the added 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.

    Uncheck the check box causes Runtime exception error.

    The tab contains the following unhandled exception:

    ExceptionExplanationHow to Use
    Log ExceptionLogs the exception to the error log.Check the box to log the exception.

  15. Your changes are automatically saved.