Update List Item Step

Use the Update List Item step to update a SharePoint list item. You can, for example, use the Update List Item step in a workflow to update a list item's status based on an approval step outcome.

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 Update List Item step from the SharePoint category, Favorites bar, or the Recent category onto the canvas.

Example of an Update List Item step in a workflow

How to add an Update List Item step

From the Toolbox click the SharePoint category, the List Items category and then drag the Update List Item 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 Update List Item tab. Use this tab to configure the list properties.

The following table explains the options available on this tab:

Option	Explanation	How to Use
Pick List Item	Use this to pick a list item. The drop down menu contains a list of available list item referenced. This option is selected by default.	Select the Pick List Item radio button to enable this option. Click the drop down menu and select the name.
Find List Items	Use this to browse to the list containing the list item to update.	Click the Find List Item radio button to enable this option. Click the drop down menu and select Browse to browse to a specific list.
Filters	Filter enable you to specify parameters and / or filters to return data dynamically. Use the operators to refine the filters. Select between the following options: Equal, Not Equal, Starts With, Ends With or Contains Applying parameters and filters is optional. Parameters are dependent on the Service Object it is mapped to.	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	Use this to add name and description detail for the list. Type values or create dynamic values by dragging Functions, Fields, SmartObjects and Workflow-related items from the Context Browser into the fields. Note that when a SmartObject Load method property is used, an input property is required for the correct data to load.	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 List Item Later	Use this to create a reference to use from other steps within the workflow. A reference can only be created if a reference is NOT consumed.	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.

From the List Item section select either Pick List Item (select a referred list item from the drop down menu) or Find List Items (browse to required list). For this example, select Find List Items. From the drop-down menu select Browse and navigate to a list to update the list item.
Select the site and list and 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.

Click the Add Filter link to filter for specified values in one or more fields to identify the list.

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.

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.
To delete properties, select them and click the Trash bin.
In the Properties section add fields and values to update the list item with. Click the add button.
Select a 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 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 exception:

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.

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.

For more information on how to configure a Recursive Search Filter see the How to configure a Recursive Search Filter for SharePoint Lists and Libraries in the K2 Workflow Designer knowledge base article (KB002074).