Delete List Item step

Use the Delete List Item step to delete an item from a SharePoint list. You can, for example, use the Delete List Item step in a workflow to delete a list item after its approval is rejected.

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

Example of a Delete List Item step in a workflow
  1. From the Toolbox click the SharePoint category, the List Items category and then drag the Delete List Item 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 Delete List Item tab. Use this tab to configure the properties.

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

    OptionExplanationHow to Use
    Pick List Item

    Use this to pick a list item reference in the workflow The menu contains a list of list item references 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 List Item radio button to enable this option.

    Click the menu and select the reference name.

    Find List Items

    Use this to browse to the list on a registered SharePoint Site Collection.

    Click the Find List Item radio button to enable this option.

    Click the menu and select Browse to browse to a specific one.

    Filters

    The filter section enables you to specify parameters and 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 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 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.

    Recycle Bin

    Select this to place deleted items in the Site Recycle Bin. Items in the bin can be restored. Note that if the SharePoint list or library exist on a subsite, the deleted item is placed in the main recycle bin of the site collection.

    When this option is not selected, deleted items are immediately deleted and cannot be restored.

    By default, the check box is checked.

    Check or uncheck the Sent items to recycle bin check box.

  4. From the List Item section select either Pick List Item (select a referenced list item from the menu) or Find List Items (browse to required list). For this example, select Find List Items. From the menu select Browse and navigate to a location of the list item.
  5. Select the site and click OK.

    6. 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.

  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.
  7. 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.

    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 Add to add a property.
  9. To delete properties, select them and click the Trash bin.
  10. From the Recycle Bin section select whether to send deleted list item to the recycle bin (checked by default).
  11. With the step selected, select the Properties tab.

    12. 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/Name field.
    Reset linkUse the link to reset any changes to the title.Click the Reset link to reset the Title/Name 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 Create Newfield.
    NotesAllows you to add additional notes for the step.Enter a value into the Notes field.
  12. Click the Errors tab.

    13. 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 errorWhen 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.
    Continue if item is not found

    On step execution and the item is not found, 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 not found.

    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.

  13. Your changes are automatically saved.