Description:

The Get Document Properties workflow step retrieves the properties of a specified document from a SharePoint site using the configured SharePoint site URL and OAuth provider.

The step supports:

• Retrieving SharePoint document properties.
• Configuring the SharePoint site Base URL.
• Selecting an OAuth provider.
• Specifying the SharePoint document path.
• Storing the retrieved result in a Variable or Global variable.
• Returning a success or failure result.

This step can be used for:

• Reading metadata associated with SharePoint documents.
• Retrieving document information before downstream processing.
• Integrating SharePoint document metadata into a workflow.
• Supporting document-routing decisions.
• Validating or inspecting documents before further processing.
• Passing retrieved document-property information to subsequent workflow steps.

Usage: 

The Get Document Properties step is typically used when a workflow needs information about a document that is already stored on SharePoint.

The workflow provides the SharePoint site, authentication provider, and document path. The resulting information is stored in the configured Variable or Global variable for use by subsequent workflow activities.

Typical uses include:

• Retrieving document metadata.
• Inspecting SharePoint documents before processing.
• Using document information in subsequent workflow logic.
• Supporting document classification or routing.
• Validating document information.
• Passing SharePoint document information to other workflow steps.
• Building document-management workflows.

The step can be particularly useful as an information-gathering activity before a workflow decides how a document should be processed.

Typical Workflow Suggestions:

Document Metadata Retrieval

Use the step to retrieve information about a SharePoint document before processing it.

Example:

Receive Document → Get Document Properties → Process Document

The retrieved result can be stored for use by subsequent workflow activities.

Document Routing

Use Get Document Properties before routing a document through different workflow paths.

Example:

Get Document Properties → Determine Processing → Route Document

The retrieved result can provide information needed by downstream workflow logic.

The XML confirms that the operation result is stored in a Variable or Global variable, but it does not document the individual fields contained in that result.

Document Validation

Use the step to retrieve SharePoint document information before continuing with a validation process.

Example:

Get Document Properties → Validate Document → Continue / Exception

Document Management

Use the step as part of a SharePoint document-management workflow.

Example:

Select Document → Get Document Properties → Update Workflow Record

Document Processing

Retrieve document information before performing additional processing.

Example:

Get Document Properties → Process Document → Complete

This pattern can provide downstream activities with information retrieved from the SharePoint document.

Document Classification

Use Get Document Properties as an initial SharePoint lookup before classification or other document-processing activities.

Example:

Get Document Properties → Classify Document → Route

The retrieved result can be stored and made available to later workflow steps.

Compliance Processing

Retrieve information about a document before performing compliance-related processing.

Example:

Get Document Properties → Compliance Review → Archive / Escalate

SharePoint Integration

Use the step as a read operation within a broader SharePoint workflow.

Example:

Get Document Properties → Business Processing → Create / Update Document

This allows the workflow to retrieve information from SharePoint before performing subsequent operations.

Failure Handling

Use the False return path to handle unsuccessful retrieval.

Example:

Get Document Properties → True → Process Document

↳ False → Log Failure / Notify Administrator

The XML explicitly provides True and False return values.

Example:

Let’s build and execute the “spGetDocPropertiesDef” example.      

• Create a new definition called "spGetDocPropertiesDef” and open the definition in designer mode. 
• Drag a “spGetDocProperties” step to the canvas.
• Connect the dots between the “Start” and “spGetDocProperties” steps, as shown above. 
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, True, False, Error, and Evaluate”. Depending on the step’s purpose, additional values are available for configuration. 
• Define a variable or a global variable to store the document properties.
• Click the "spGetDocProperties" step to configure its "Required" properties. Provide a name for the step. Enter the BaseURL for the SharePoint site. Select the SharePoint provider from the dropdown list. Enter the path to the file to fetch its properties. Enter a variable or a global to store the result after execution. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the process definition, create a new instance, and execute it. Render the process instance. Click the process step to view its properties. The step should retrieve the document properties from the SharePoint site.

Tips:

• Verify that BaseURL identifies the intended SharePoint site.
• Select the appropriate configured OAuth provider.
• Ensure that the OAuth provider has the necessary access to the target SharePoint site and document.
• Verify the Document File Path before executing the workflow.
• Use workflow Variables when the document path needs to be determined dynamically.
• Store the result in a Variable or Global variable when subsequent workflow steps need access to the retrieved information.
• Test the configured SharePoint connection before deploying the workflow.
• Test the workflow with representative documents.
• Test both the True and False paths.
• Consider adding explicit logging or notification to the False path.
• Use the retrieved result as an input to downstream workflow processing where appropriate.
• Because the XML does not document the detailed structure of resultJson, do not build undocumented assumptions about specific JSON fields without validating the actual runtime result.
• Avoid hard-coding environment-specific SharePoint URLs when deploying the same workflow across environments.
• Verify document paths carefully when they are constructed dynamically.
• Ensure that the target document exists and is accessible before the step executes.

Notes:

The Get Document Properties step is defined in the SharePoint category with the internal name spgetdocproperties, label Get SharePoint Document Properties, and display name Get Document Properties.

The step is implemented by FlowWright.Workflow.SpGetDocProperties in FlowWright.Workflow.dll and is a Process step with 2 incoming connections and 2 outgoing connections.

The XML defines four configurable properties, all of which are marked as required.

The BaseURL, documentfilepath, and resultJson properties use the standard string data type, implemented by FlowWright.DataTypes.ClsTextBox. 

The Select OAuth provider property uses the SelOAuthProvider data type, implemented by FlowWright.DataTypes.SelOAuthProvider. 

The step provides two predefined return values: False and True.

Definition Sample:

You may download the sample definition(s) from the link provided and import them into your FlowWright Process Definition.

Note: Verify and complete any missing configuration after importing the sample, including:

• SharePoint Base URL
• OAuth provider
• Document file path
• Result Variable/Global mapping
• Environment-specific SharePoint settings
• Downstream True and False workflow paths

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.