Workflow Engine Designer Documentation

Introduction

Welcome to the Workflow Engine Designer Documentation. Designed exclusively for administrators, this comprehensive guide is your key to unlocking the full potential of the Workflow Engine Designer application. From understanding core functionalities to mastering essential elements and basic administrative procedures, this documentation has been crafted to make your journey effortless and insightful. Whether you're a seasoned pro or just getting started, our aim is to empower you with the knowledge you need to manage and optimize the application with ease.

If this documentation doesn't answer your questions, please send us Email to treeinfo@aricoma.com.

Join TreeINFO community at Stack Overflow TreeINFO Team. If you need access, contact treeinfo@aricoma.com.

Release

Build 3.20.2505.14001 Microsoft 365 (22.5.2025)

• Added Workflow Engine – Identifier Mapping – Identifier mapping has been introduced for new registrations in accordance with Microsoft’s updated requirements.
• Added Azure OCR – Document Digitization – A new activity enables the processing of incoming documents using the Azure AI Document Intelligence (OCR) cloud service. The use of this service is billed based on the number of pages processed.

Note See all the latest features, enhancements, updates and more in Changelog here.

About

Workflow Engine Designer is your gateway to crafting dynamic process schemes for SharePoint documents and lists, revolutionizing the way automated actions are performed.

Workflow Engine Designer adopts a state diagram approach — depicting the system or process as a collection of finite states. Transitions between these states occur upon task completion, ensuring precision and control at every step.

Workflow Engine Designer does not store data by itself. All data are stored within the SP site collection.

settings configured within Workflow Engine Designer at the site collection level extend their influence to all associated subsites, streamlining administration and consistency.

A key advantage of Workflow Engine Designer lies in its non-disruptive nature. Modifying and saving workflow changes do not impact items that have already been generated within the list. This empowers you to refine your processes without retroactive complications, offering a hassle-free experience for administrators.

Installation

This chapter describes adding WFEngine application to individual sites or subsites.

The installation is different for SharePoint Online and SharePoint On-Premises.

SharePoint Online

To add the WFEngine.Online application to a site in the SharePoint Online environment, click on the gear icon and select the option Site contents.

In Site contents click add an app to add application to site.

After displaying the list of applications, click on the option in the side menu From Your Organization to see a list of applications from our organization and click WFEngine.Online.

Click on the button WFEngine.Online to get a popup window asking if we want to trust the application and give it full permissions on the site. Click on the button Trust It.

We will then be redirected back to the page Site contents where we can see the addition of our chosen application to the site. We are informed by a message We're adding your app.

After a while, the informative message disappears and the application gets an icon.

To add the application to the site properly and fully functional, we need to open the application in which we will automatically see a message about the need to upgrade or install. To complete the installation, click on the button Run install.

We are informed about the completion of the installation by a message in the log WFE installer finished and the installed version is displayed in the upper left corner of the screen. The application is fully ready for use.

SharePoint On-Premises

To add the WFEngine.OnPrem application to the site in the SharePoint On-Premises environment, you need to first copy the WFEngine.OnPrem.wsp file to SharePoint server.

Then use the command in PowerShell to connect to SharePoint Add-PSSnapin Microsoft.SharePoint.PowerShell and then add path to WFEngine.OnPrem.wsp via Add-SPSolution C:\Contoso\WFEngine.OnPrem.wsp and install via install-SPSolution WFEngine.OnPrem.wsp -GACDeployment.

We can check the progress of the application installation using the command Get-SPSolution.

How to access

To be able to open Workflow Designer user must be site collection administrator or must be added to automatically created SharePoint group wf-designers. If you see error below, you do not have the permissions.

Access is different for SharePoint Online and SharePoint On-Premises.

SharePoint Online

Navigate to settings menu accessible through gear icon, select Site contents and select WFEngine.Online.

In the opened window, we see a blank workspace ready for creation of a brand new workflow. Click Open to open list of existing workflows.

SharePoint On-Premises

To access Workflow Engine Designer go to settings menu accessible through gear icon. Under Site settings in Workflow engine section select Designer.

In the opened window, we see a blank list of existing workflows for brand new installation or list of existing workflows. We can modify existing ones or create a brand new workflow.

Workflow Designer

Activities grouped in group Workflow designer allow user to accomplish basic activities. The names are self-explanatory and suggest its action.

Click New to create brand New workflow.

Click Open to open an existing workflow from workflow list available to your site.

Click Save to save changes made in workflow.

Click Close to close Workflow Engine Designer.

Another basic functionality is represented by Undo and Redo steps.

Set of activities in Designer tools helps to navigate in robust workflows. Zoom options simplify work with large workflows, Grid enables/disables dotted background.

Workflow definitions can be exported and imported in XML files. It is possible to use the web service and PowerShell commands.

Bulk delegation – tasks that already exist can be delegated manually in bulk by clicking the Delegate button:

• From user – the user from whom the tasks will be delegated
• To user – the user to whom the tasks will be newly delegated
• Workflow – the workflow from which the tasks will be delegated
• Include tasks with disabled delegation – If set to true, tasks that have the 'Is delegation allowed' property set to false will still be included in the delegation process. Does not take into consideration the 'Enable out of office automatic delegation' property
• Comment – Comment to be displayed in the tasks description

New workflow

Activity New creates brand new workflow from beginning. Steps how to create a new workflow are described in chapter How to create a workflow.

Workflow can perform actions:

• On start
• On stop
• On delegate

Workflow properties defined on Properties panel in the right.

New state

The foundational elements of a workflow are states and transitions. A state reflects the condition of a task at a specific stage in the workflow. Drag & drop New state to designer workspace to start creating a workflow diagram.

When entering or exiting a state workflow can perform certain actions. These actions can be performed:

• On enter – e.g. creating task for a user
• On leave – e.g. send notifications to a user

Actions are defined in chapter ACTIONS.

Transition

A transition is a link between two states that enables to move from one state to another. In order for workflow to move between two states, a transition must exist. A transition is a one-way link, so if workflow needs to move back and forth between two states, two transitions need to be created.

When multiple transitions are created the order of task outcomes on task form will be from first created to last.

Layout

Tool Layout aligns states and transitions to cleaner form.

From

To

Another useful feature is to set fix point by right click. You can drag point to find the best path for a transition.

From

To

Settings

Workflow settings allows you to change various adjustments.

General settings

Out of office task delegation

Description

When activated, users who have configured out-of-office delegation can automatically assign incoming and existing tasks to a chosen user. The delegated user will receive the necessary permissions. Out-of-office functionality follows these guidelines:

1. Chain automatic delegations are disabled (refer to the table below for specific examples).
2. Tasks manually delegated to a user with automatic delegation enabled will not be further delegated. Users attempting manual delegation in this scenario will be warned that the selected user has automatic delegation enabled and to whom the task will be delegated
3. Upon setting up automatic delegation, all incoming tasks are immediately delegate in the selected period of time.
4. Tasks existing prior to setting up automatic delegation will be assigned after the next out-of-office timer tick. The timer is configured to tick every 6 hours.
5. Out-of-office operates on a daily basis only and cannot be set up for specific hours.

Configuration

Examples of potentional scenarios

The table below illustrates various situations that may arise. For explanatory purposes, we introduce users A, B, and C, further refered to by their respective letters. The color of the arrows in the diagrams indicates the origin point of tasks relative to the color of the container. In the examples below, both "Enable out-of-office automatic delegation" and "Is delegation allowed" are enabled.

Example	Diagram	Outcome
On January 1st at 10:00, User A has configured automatic delegation to User B from January 1st to January 8th		All incoming tasks from User A are promptly assigned to User B, unless these tasks have already been automatically or manually delegated to User A. Any eligible tasks existing before the automatic delegation setup will be delegated by 12:00. Tasks that remain incomplete will return to User A on January 9th at 0:00.
User A has configured automatic delegation to User B. User B then configured automatic delegation to User C. or User B has configured automatic delegation to User C. User A then configured automatic delegation to User B.		All applicable tasks originating from User A (i.e., tasks not previously automatically or manually delegated to User A) will be delegated to User B, but will not be further delegated to User C. All applicable tasks originating from User B will be delegated to User C. Upon the expiration of the out-of-office period, any incomplete tasks will be returned to their respective users.
After User B has configured automatic delegation to User C, User A attempts to manually delegate a task to User B.		User A will receive a warning indicating that User B has established automatic delegation to User C and the duration of this delegation. If User A proceeds to delegate the task to User B regardless, it will remain with User B and will not be automatically further delegated to User C.
User delegates a task to User B manually. However, User B fails to complete the task from User A and subsequently sets up automatic delegation to User C.		!!The task will remain assigned to User B. To transfer the task to User C or return it to User A, manual intervention by a user with administrative privileges will be required!!
User A configures automatic delegation to themselves.		All eligible tasks (i.e., tasks not previously automatically or manually delegated to User A) will be delegated to User A once. Upon the expiration of the out-of-office period, all tasks will be "returned" back to User A.
User A configures automatic delegation to User B, and User B configures automatic delegation to User A.		All eligible tasks (i.e., tasks not previously automatically or manually delegated to User A) will be delegated to User B and not further to User A. Conversely, all eligible tasks will be delegated from User B to User A and not further to User B. Upon the expiration of the out-of-office period, all tasks will be returned to their respective owners.
User A establishes automatic delegation to User B, and all eligible tasks (i.e., tasks not previously automatically or manually delegated to User A) are delegated to User B. Subsequently, User B manually delegates these tasks to User C.		The tasks delegated to User C are no longer subject to the out-of-office rules and will therefore remain with User C even after the out-of-office period from User A to User B expires.

Constants

Define constants for workflow. Constants can be used with replace tokens – e.g. {Const:greet} {Func:GetUserTitle({WF:Initiator})} will retrieve Dear Jan Novak. More in chapter REPLACE TOKENS.

List associations

Specify trigger to instruct workflow to run workflow instance.

Matrix config

Configuration for approval matrix for routing an approval task through the workflow based on preset conditions. Define conditions, UI for adding specific values is defined within TreeINFO application.

There must exist a SharePoint list with approval matrix form that contains basic metadata for the WF Engine – for example, the order type, amount and approvers. These columns are the same as those on the item where the workflow is running. You do not only set the columns to be compared, but it is also necessary to set comparison conditions to desired columns.

Task history config

Configuration for task history table. Only supported with TreeINFO application. UI is defined within TreeINFO application. There must exist configuration for Target field column in TreeINFO application. Culomn needs to be set as Advanced table.

RAW Editor code

{
"Table": {
"MaxItemsOnPage": 10,
"ReadOnly": true
},
    "Columns": [                                
		{
		"Name": "Date",
		"DateTime": {
			"Format": "DateAndTime"
            }
        },
        {
		"Name":"Employee",
		"User":{
            }
        },
        {
		"Name":"Action"
        },
        {
		"Name": "Note",
		"Multiline": true
        }
    ]
}

In workflow settings:

The final table will be displayed on form:

Active Instances

List of active instances running on items in list associated to current workflow.

Install and upgrade

Creates or updates of all the Workflow Engine component. Valid only for this Workflow Engine application installation.

Displays which version of Workflow Engine is installed on site and current runtime version.

Enables to install newer version using the Run install button.

SP2SQL

Data replication from SharePoint to SQL tables. It is not related to the workflow itself, it is a link to configuration. It is also accessible from settings menu through gear icon. Under Site settings in Workflow engine section select SP2SQL Settings.

The configuration UI is set up and works automatically, including the creation of a structure in SQL. It is possible to select for which lists / document libraries the export will be performed. The history of item data is also maintained in SQL.

First step is to create database project with desirable columns. Then in SP2SQL you set up connection string to this database in format Data Source=(local);Initial Catalog=XXX;Integrated Security=True where XXX is the name of database you have created. To save changes click the button in bottom.

NoteFor large item lists (over 5000 items) it is necessary to use custom PowerShell script.

Before:

After:

Next step is to add main tables such as Inbound Invoices and Inbound invoices archive. To save changes and deploy database click the button in bottom.

Check in database if tables are created correctly and then disable all settings made in SP2SQL.

If there are changes to schema – such as additional columns in library – you have to deploy the database again to sync all existing fields.

How to create a workflow

Below are shown easy workflow samples.

Single step approval

In the Workflow designer click on the New icon and set values.

We see a workspace with actions edit panel on the left and properties panel on the right.

The edit panel enables to add actions to your workflow. For more on actions see ACTIONS. Actions for whole workflow can be assigned on start, on stop or on delegate.

The properties panel show all possible properties for a selected activity. When no action is selected, workflow properties are displayed.

In properties panel we can change workflow name in the field Title and unique Internal name.

The first step is defining states. In this example we are creating simple approval workflow for documents. We must determine all states of the document‘s life cycle. For each state we drag & drop New state rectangle to workspace.

We have 3 types of states in Workflow Designer. Green state is the initial state where the workflow starts. Blue state that indicates the workflow instance ended. Workflow passes internal states in white to achieve a terminating state.

In this example, we will have 3 states – new, approved and not approved. So we drag & drop three states to workspace:

Click the New state to setup properties for this state. To make changes for the current state we have to see dashed line on the state.

In the properties panel on the right we can set up properties for the state.

For new we set Is default – the workflow will start here. For Approved and Not Approved we set Is terminal – workflow instance will end there.

Next step is to establish transitions between states. We draw a line from input connection circle (blue) to output connection circle (green).

For each we define transition. This also works as task outcome option for approvers of the process.

To sum up – we have defined two transitions – Approving and Not Approving – which are leading to states Approved and Not Approved.

In order for workflow to know to whom assign tasks, we need to insert Assign task activity into the New state workflow actions.

On New state we drag & drop Assign task activity from Actions ribbon to action panel. It is necessary to be in New state – you see dashed line around the state.

A state can have on enter and on leave action. When a workflow instance enters a state, any activities set on enter will be triggered. When the entry action is complete, the triggers for the state’s transitions are scheduled. When a transition to another state is confirmed, the activities on leave are executed.

The moment we click on Assign task in action panel, the properties panel will show. There is a wide range of options – for more see ASSIGN TASK.

For this example we put user name, Task title and Task body. User name is the person or group we assign task to. Task title and Task body are shown on task form.

The next step will use another feature from Actions – SET FIELD VALUE. We are going to assign values to SharePoint column Status. Drag & drop Set field value from Actions ribbon to New state and fill in necessary properties.

For Approved state we will assign value approved to column in SharePoint list with internal name Status – Rq_All_Status.

This way we will be able to see the workflow status on item properties in SharePoint My task screen.

For Not Approved we will set value to not approved.

The last thing to setup is workflow trigger. On Workflow Designer ribbon we choose Settings ->List associations. Workflow can be triggered in two ways – automatically when document / item is created, or manually from context menu or ribbon button. In this case we are running workflow automatically when item is added.

We need to setup list association with list where the workflow instance will run.

One-state workflow

Move item

In this example member of a selected group can move items to another folder.

We create new workflow and drag & drop a state. This state is default and also terminal.

To ensure that only members of SharePoint group can move items, we add IS USER IN GROUP action.

With this activity we will check if the workflow initiator (the one who starts workflow Moveitem) is in group wf-Accountants. Result will be stored in variable IsAccountant.

Then we add IF ACTION. The expression will be: '{wf:IsAccountant}' == 'True'.

We want to move item and start workflow for the item. So for True we add MOVE ITEM. For False we WRITE LOG.

For Move item we specify destination folder and destination type.

In write log action we set value and log type.

Actions

Workflow actions enable a wide variety of interactions between form fields.

To assign any user interaction you have to drag and drop it to left action panel, typically you add action to a state. To be able to configure properties, task needs to be chosen.

Assign task

The 'Assign Task' workflow action enables the workflow to assign a task to a single user or multiple users. These tasks will appear in users' task list. When a task is created, user(s) can be notified via email that a new task has been created.

The 'Assign Task' activity assigns permissions to an item. By default, when a task is assigned, read permissions to the item are set to ensure the user will be able to open task. At the same time, the user is assigned with write permissions to the task item in order to be able to complete the task.

The 'Assign Task' activity can be used only once per one state instance (once per "New state" bubble).

The 'Assign Task' activity can also perform actions:

• On Over Due – actions will be executed after the number of days set in 'Due days' in the 'Assign task' properties. Each action will be executed for all tasks. For instance, to send an email notification to all users assigned to this task, you need to inform every single one of them.
• On Over Due Global – actions will be executed after the number of days set in 'Due days' in 'Assign task' properties. Actions will be executed only once for all tasks. For example, you can set a state or send an email to a supervisor. This needs to be done only once, eliminating the need to send multiple emails to one person.
• On Remind – actions will be executed after the number of days set in 'Remind days' in 'Assign task' properties.
• On Delegate – actions will be executed when the task is delegated.
• On Assign Task – actions will be executed on assining a task.
• On Complete Task – Specified actions will be executed after each instance of a task being completed.

Properties	Description	Value / Comment
User	User specification – user(s) to assign task to. You may specify a user login, SharePoint group, Active Directory group and/or value from a variable. If more than one user is specified, multiple tasks will be created – one per each user. If a user group is specified, one task per user will be created. If you wish to enter more than one value, you may use a semicolon ';' to separate users/groups.	jnovak dev\jnovak AdminUsers {WF:initiator}
Task title	The task title, which will be displayed in the "My Tasks" table.	New Item to approve {Item:Title}
Task body	Additional task text, which will be displayed in the task details on the task form.	This Invoice needs your approval
Assign type	For multiple users specified, tasks will be created for all users at once (parallel) or one by one task (serial). In case of serial task, new task will be created when current task is finished.	Parallel Serial
User source type	Specifies the source of user loading: Static – Users are loaded from User data field Rule Matrix – Users come from matrix rule specified in Matrix list property	Static Rule matrix
Matrix list	Specify an approval matrix list. When matrix list is specified, the User field is ignored.
Multi task mode	There are four behavioral options to guide the Workflow engine in managing tasks with multiple assignees: All Equal To - All assignees must reach a unanimous agreement on the same outcome. If an assignee responds with an outcome other than what is specified in the "Ref State" configuration field, all pending tasks will be marked as 'not required.' Afterwards the workflow will continue by moving to the state specified in the "Fall State" configuration field First applies – The outcome from the first received response determines the overall outcome. All other pending tasks will be marked as 'not required'. Any – Any outcome selected by the user will advance the process, and the outcome variable will contain the choice made by the last user. Never ending – In this mode, the workflow will remain in the same state indefinitely. You can keep adding more users at any time using the 'Add User to Multitask' action.	All equal to First applies Any Never ending
Ref state	If "All equal to" multitask mode is specified, task outcomes (state name) are compared to the value specified in this field. If all selected outcomes are equal to the value in this field, multi task is evaluated as successfully completed.	Level_4_Approved State’s internal name
Fall state	When 'All Equal To' multitask mode is selected if any task user selects an outcome different from the one specified in the "Ref state" configuration field, the multitask is considered unsuccessful and proceeds to the state defined in this field.	Level_4_Rejected State’s internal name
No user state	Specify the state to which the workflow proceeds in the event that no user is specified in the user value or matrix list. If nothing is specified in this field and no user is provided, the workflow will terminate with an error.	Level_4_RejectedError State’s internal name
Default selected outcome	These are the default task outcomes suggested to the user. If this field is empty, the user must select an outcome before marking the task as complete. By default, this field is empty.	Level_4_Approved State’s internal name
Read only item form	Display a read-only item form within the task form. This feature is specific to the TreeINFO application.	Off On
Task template	Specify the TreeINFO task template for creating tasks. When a task template is specified, the task title and task body are disregarded.	InvoiceForApproval
Mail template	Specify the TreeINFO mail template for email notifications. When a mail template is applied, the Email body and Email subject attributes are overridden. This feature is exclusive to the TreeINFO add-on.	WfEngineTaskNotify
Send notification email	Toggle the option to send notifications to users on or off. The activity value can be configured independently of the global value.	Inherit Set On Off
Send cancel notification email	Toggle the option to send notifications to users when a task is canceled (no longer required) on or off.	Inherit Set On Off
Email body	This field allows to specify the email body for task notification emails. Each time a new task is created, the assigned user will receive an email notifying them of the task's creation.
Email subject	This field allows to specify the subject for task notification emails. Each time a new task is created, the assigned user will receive an email notifying them of the task's creation.
Due days	Specify the number of days for task completion. To make the task duration unlimited, enter -1.	By default value: -1
Remind days	Specify the number of days to wait until 'OnRemind' actions are executed. To disable reminders, please enter -1.	By default value: -1
Allow questions	Enable users to initiate sub-workflows with questions for the workflow initiator or any other user. When enabled, the 'Ask question' button will be visible in the task detail.	Off On
Question workflow	If this field is left empty, the default question workflow will be used when the 'Ask question' workflow is initiated. Alternatively, users can enter the internal name of a custom workflow to be used.	By default value:''
Is additional approval allowed	Enable users to initiate a sub-workflow with additional approval. When enabled, users can choose the 'Additional approval' option as a way to complete the task.	Off On
Additional approval workflow	If this field is left empty, the default additional approval workflow will be used when the 'Additional approval' outcome is selected and confirmed. Alternatively, users can enter the internal name of a custom workflow to be used.	By default value:''
Sync	This option enables synchronous task processing. By default, it is disabled. When enabled and a user selects a task outcome, the page will not reload until all processing is complete. This feature is only relevant in an On-Premises environment.	Off On
Work days	Due date and Remind date are calculated based on working days, which includes weekends and Czech national holidays.	Off On
Is delegation allowed	When enabled, a user can delegate their task to another person, who will be assigned the necessary permissions. You can specify the users or groups to which a task can be delegated in the 'Delegation allowed users' property.	Inherit Set On Off
Enable out of office automatic delegation	Enables out-of-office automatic delegation during out-for tasks. Additional configurations must be made for this option to function properly. Please consult this section of the documentation for further details	Inherit Set On Off
SQL Task	Tasks are stored in SQL Server instead of a SharePoint list. SQL Tasks are designed for high-volume task sets, such as when you need to assign more than 100 tasks at once. Please note that this functionality will only work if 'SP2SQL' is configured correctly, and to display these tasks on the home page, the 'SQL tasks allowed' setting in the 'My tasks' web part must be enabled.	Inherit Set Off On
Multiple approval transition internal name	Specify the internal name for the transition to enable multiple task approvals. When this feature is enabled, users can approve multiple tasks simultaneously.
Bulk approval form template	Specify the form template for bulk approval.
Enable save item on task form	If checked, the task form includes a button to save the item without sending the task.	Inherit Set Off On
Outcome mode	Render controls based on outcome mode.	Radio Buttons — Displays the possible selectable outcomes as a list, allowing users to choose one option. DropDown List - Displays the possible selectable outcomes in a dropdown menu, allowing the user to select a single option. Buttons — Displays each possible outcome as an individual clickable button. Selecting a button counts as choosing and confirming the option in a single action.
Delegation allowed users	You can specify SharePoint groups or users to whom delegation is allowed. Please enter the login names of users or groups, separated by semicolons. In the form, these users will be displayed in a dropdown. If left empty, users can delegate to any user.	{wf:delegateFinalUsers}
Set item permission level	Ensures the permission level for the related item and the user for whom the task is created or delegated.	None Read Write
Label	Descriptive label shown in the action editor.
Disabled	The execution of a disabled action is skipped.

Add user to existing task

Add users to already created task. Common usage is for never-ending tasks on start-form.

Send mail

Send email to users. You can specify Subject and Body or email template from TreeINFO.

<p> Direct link to
task: <a 
 href="{{Task.Url}}"> 
{{Task.Url}}</a> </p>

Send meeting request

Send mail meeting invitation to users. You can specify Subject and Body or email template from TreeINFO.

<p>To be discussed: 
<a href="{{Web.Url}}"> 
{{Web.Title}}</a></p> 

Set task state

Set task state by action instead of by natural workflow progression.

Set task outcome

Set task outcome by action instead of user interaction.

Delegate task

Similar to delegate outcome. This action is usually bound to a button. Uses its own workflow that has to be specified in the Workflow internal name property to delegate specific task. Can be used in situations where user wants to delegate task for someone else (User only needs the permission to press the button and doesnt have to be the user that the delegated task was assigned to). In the case of a multi task, the other tasks will be cancelled and only the first task will be delegated.

Cancel task

Cancel task can be only used in conjuction with Assign task action with multitask enabled. Sets all current task as not required. For example if used in On Delegate part then if one user delegates their task all other tasks will be set to Not required

Add list item

Add a new item to list. Applicable only for Lists.

Add file

Add a new file to library. Applicable only for Libraries.

Set field value

Set specified value to an item field. For updating current item you only need to set Target field and Value.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Azure OCR

Digitization of incoming documents using the Azure AI Document Intelligence (OCR) cloud service. It enables automated extraction of text and key information from images and documents.

• PDF
• TIFF
• PNG
• JPEG

• Password-protected PDFs must have the password removed before submission.

Azure service configuration and appropriate licensing are required for implementation based on the volume of documents processed. Cooperation is necessary for setup. For more information, please contact us via email treeinfo@aricoma.com.

Get field value

Retrieve value of field from item and store it in variable. Suitable for cases when you need to get values from item to workflow. When you need to retrieve value of form field Approver to assign this person task in Assign task activity. You only need to fill in variable name (e.g. appr) and internal name of field (field_approver). In Assign task activity you set to User property {wf:appr}.

Another example for usage is when you want to obtain certain users/values according to chosen field on form. You have a SharePoint list DepartmentCodebook with columns Departments and to each department are assigned people or groups (column s_deptMembr). On form you are filling in lookup field Department (s_department) with values from this list (column Departments). So you set a variable name (perm), then you set field from form (s_department) which value will be compared to and you want to get corresponding value from field s_deptMembr in list DepartmentCodebook. This value is stored in variable perm. To use it in another action you can call it with replace token {wf:perm}.

<Where><Eq><FieldRef 
Name='Loc' /><Value 
 Type='Text'>Prague</Value> 
 </Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.
• Related item Field + Related Item list - The action is executed on a related item specified in the "Related Item Field" configuration within the list defined in the "Related Item List" configuration. This can only be used with fields of type External Lookup, Advanced Table, or CheckboxList

Move item

Move item into new destination folder. This functionality is designed to move items in document library from one folder to another or from one library to other. Applicable only for Libraries. If you specify only destination and destination type, workflow will start on current item.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Copy item

NoteDue to Sharepoint property, copying an item containing "%" symbol will result in a new item containing "%25" instead

Create new item in specified folder and copy all field values from source item. Applicable only for Libraries.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Delete item

Action enables delete current or related item. Workflow instances will be terminated and the item itself will be deleted from SharePoint.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Read task property

Enables to read metadata from existing tasks.

Query SP

Query list items in SharePoint lists.

<Neq><FieldRef 
Name='LinkTitle' /><Value 
Type='Computed'> 
dsa</Value></Neq>

Read column

Only supported with TreeINFO application. Read single column from TreeINFO Advanced table column and store output in variable. Aggregation function might be applied to data.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Read row

Only supported with TreeINFO application. Read single row from TreeINFO Advanced table column and store output in variable. Aggregation function might be applied to data.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Write table

Only supported with TreeINFO application. Write to TreeINFO Advanced table column. Aggregation function might be applied to data.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Delete table row

Only supported with TreeINFO application. Delete row from TreeINFO Advanced table.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Delete permissions

Remove role permission association from item.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Get permissions

Read permission settings into variable. Values retrieved might be filtered by level, mask or regular expression. Able to get permissions for specific person.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Set permissions

Add permission assignment for a user principal to item.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Reset permissions

Reset specific item permissions.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Store permissions

Store item permission state to variable. It is possible to restore permissions by Restore permissions activity.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Restore permissions

Restores item permission to state previously saved into variable by Store permissions action.

<Where><Eq>
<FieldRef Name='Location' />
<Value Type='Text'>Prague</Value>
</Eq></Where>

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Ensure group

Checks for existence of a specified group either in Sharepoint or AD. If such group does not exist, it is created instead. Active Directory groups supported in On-Premises environment.

Group membership

Activity enables multiple action with groups. Active Directory groups supported in On-Premises environment.

If action

The If activity checks a condition to determine if a Success or Else activities should be taken. For easier editing of longer expressions there is a "Edit" button, which opens a modal window with the editor.

With this If action we are evaluating if approval date is empty. It is a value that is automatically set when workflow is started. In this example workflow can be return to start state for cases when author needs to adjust some data on the form/item. But we want to keep the initial start date. We use expression '{Item:s_approvalStart}'.trim() === '' to determine if the field s_approvalStart is empty. If it is true, we set its value to get the date:

And then the workflow continues to execute the other actions. If the condition is not true, nothing will happen and workflow continues with other actions.

In this example, we set different state to different document types. Document type is dropdown field on form. In first If action we use condition, where we compare field s_invoiceType where the invoice type is stored to value CAPEX. The expression is '{Item:s_invoiceType}' == 'CAPEX'. If this is true (the value in form field s_invoiceType is CAPEX), workflow will set state to Capex and actions on Capex state will be executed. If it is not true, actions in Else will be executed. There is another If action to evaluate value of s_invoiceType field. The expression is '{Item:s_invoiceType}' == 'Material'. If true, workflow will set state to Material and actions on Material state will be executed. This will repeat until we compare all invoice types. In Else of the last If action is Set state where workflow set state to Cancelled. This will happen if the all the above condition are not met. For example invoice type is empty.

Loop action

Use a Loop activity to automatically control the extraction of data from an array.

This activity lets you take a row at a time from the array and pass it through the workflow before looping back to get the next row. For example, to send an email to a list of resources, you would perform a query to return the list.

Variables during process:
LOOP_INDEX – the current index being processed
LOOP_ITEM_KEY – current processed key (default index – 0, 1, 2..)
LOOP_ITEM_VALUE – current processed value (value of the key)
LOOP_ITEM_COUNT – number of processed indexes

Example of variables used in Write Table activity:

<WriteTiSaTable Disabled="false" Recursive="false" TargetField="s_approvalProcessHistory" Values="{Func:GetSpDateTime}$${Wf:initiator}$$$$### {wf:LOOP_ITEM_KEY} {wf:LOOP_ITEM_VALUE}" KeepTiSaTokens="false" />

Numeric

The "Numeric" type is used to handle a series of numbers, separated by a specific delimiter. This is particularly useful when you need to process a list of numeric values within a single string input.

Configuration Options

• Separator: The character used to divide each number in the string. Common separators include a comma (,), a pipe (|), or a semicolon (;).
• Javascript Field: Optionally, a JavaScript field can be used to dynamically modify or calculate values in this list.

<DataSource>5..8</DataSource>
<DataSource>6,8,79,6,-12,0</DataSource>
                            

Separated string

The "Separated String" is a data structure used to handle lists of values within a string. Each value in the string is separated by a designated delimiter, making it possible to extract individual entries. This is particularly useful when processing or iterating over multiple entries from a single string input.

Configuration Options

• Separator: The character or characters used to divide values in the string. For example, a semicolon (;), a pipe (|), or any other delimiter.
• Trim: When set to true, this option removes any leading or trailing whitespace from each entry in the separated string.
• Reverse: If set to true, the separated string entries will be processed in reverse order.
• RemoveEmptyEntries: When enabled (true), this option removes any empty entries from the separated string. This is helpful if there are multiple delimiters in a row, which might otherwise create empty entries in the list.

<DataSource>jedna;dva;tři;čtyři</DataSource>

<DataSource>jedna|dva a dva||tři  |čtyři|</DataSource>

<DataSourceConfiguration>
    {"Separator": ["|"], "Trim": true, "Reverse": false, "RemoveEmptyEntries": true}
</DataSourceConfiguration>

Json

The "JSON" type allows processing structured data, enabling you to work with complex objects or arrays within a JSON string. This setup is ideal when extracting specific fields or values from JSON-based data structures.

Configuration Options

• DataSourceConfiguration: Configures the JSON parsing behavior with several options:
  • KeyExpression: Defines the index or key name to identify each item within the JSON. If not explicitly set, the system automatically assigns an index.
  • ValueExpression: Specifies the attribute to extract from each JSON object. This expression uses JSONPath notation (e.g., $.Value1).
  • Reverse: If set to true, processes the JSON items in reverse order.

SP

This configuration is set up to retrieve and use specific data from a SharePoint list or data source using CAML queries and JSON expressions.

Configuration Options

• DataSource: Required – a relative path to a list on the current website is expected, e.g., Lists/TestList or SiteAssets.
• DataSourceConfiguration: The configuration is entered here in JSON format. If a property is not needed, it does not need to be specified.
  • CAML : (optional) – If set, the selection of items from the list is restricted based on the CAML query (depending on the "Scope" property setting).
  • KeyField : (optional) – Selects the value of a field from the item. The value is available in the automatically created variable LOOP_ITEM_KEY. If not defined, the variable is automatically populated with the item's ID.
  • ValueField : (optional) – Selects the value of a field from the item. The value is available in the automatically created variable LOOP_ITEM_VALUE. If not defined, the variable is automatically populated with the item's title.
  • UseContextItem : If set to true, the current item is set as the context item for the duration of the loop. This setting is useful when working with items from the source beyond the KeyField/ValueField and the original context item is not required. For example, bulk updating item properties.
  • Scope : (optional) – Changes the scope for the CAML query, with the default value being Default. Possible values are: Default, Recursive, RecursiveAll.

    <DataSource>
    SiteAssets
    </DataSource>

    Default configuration
    <DataSourceConfiguration>
    {
    "CAML": "",
    "KeyField": "",
    "ValueField": "",
    "UseContextItem": true,
    "Scope": "Default"
    }
    </DataSourceConfiguration>

    Example 1.
    Generating the AT table based on a query to the contacts list. The contacts list contains folders organized by departments, and it is necessary 
      to select items where the condition Age >= 21 is met. The data source configuration might be as follows:
    <DataSourceConfiguration>
    {
    "CAML": "21"
    "Scope": "Recursive"
    }
    </DataSourceConfiguration>

    Example 2.
    In the register, it is necessary to synchronize the company name for entries with the same Company ID (IČO). The values will be stored in variables, 
     and within the loop, the context item will be changed.
    <DataSourceConfiguration>
    {
    "CAML": "{item:ico}"
    "UseContextItem": true
    }
    </DataSourceConfiguration>

Xml

You can configure the loop to target specific elements or attributes in an XML structure by using XPath expressions in SourceExpression, KeyExpression, and ValueExpression. This allows you to navigate the XML document, select nodes, and retrieve attributes or text values.

Configuration Options

• SourceExpression: Defines the path to select elements in XML.
• KeyExpression: Specifies an attribute to use as a unique identifier.
• ValueExpression: Specifies the text content of an element or leaves blank for default text.
• Reverse: Optionally reverses the loop iteration.

<DataSource>
  <root>
    <items>
      <item key="a1">
        <somevalue>abc</somevalue>
      </item>
      <item key="a2">
        <somevalue>def</somevalue>
      </item>
    </items>
  </root>
</DataSource>

<DataSourceConfiguration>
{
	"SourceExpression":"//item",          // XPath to select all <item> elements
	"KeyExpression":"@key",               // Selects the "key" attribute in <item> (e.g., "a1", "a2")
	"ValueExpression":"somevalue",        // Selects the <somevalue> element text (e.g., "abc", "def")
	"Reverse": false                      // Optional, set to true to iterate in reverse order
}
</DataSourceConfiguration>

<DataSource>
  <root>
    <items>
      <item key="a1">
        <somevalue x="11">abc</somevalue>
      </item>
      <item key="a2">
        <somevalue x="12">def</somevalue>
      </item>
    </items>
  </root>
</DataSource>

<DataSourceConfiguration>
{
	"SourceExpression":"//somevalue",     // XPath to select all <somevalue> elements
	"KeyExpression":"@x",                 // Selects the "x" attribute (e.g., "11", "12")
	"ValueExpression":"",                 // An empty string means to use the element text (e.g., "abc", "def")
	"Reverse": false                      // Optional, iterate in normal order
}
</DataSourceConfiguration>

Infinity loop

In this setup, you’re configuring an infinite loop that continues until a specified condition is met. This kind of loop doesn’t use a data source to iterate over, but rather relies on an expression to control the loop's duration and stop criteria.

Loop will continue to execute as long as the specified expression evaluates to true. This can be useful for cases where you need to repeat an action a certain number of times or until a condition is met, but be cautious as it could lead to infinite processing if the condition is never met.

Be mindful to set the expression and limit carefully to avoid an actual infinite loop that could strain resources or cause errors in the workflow system.

Expression="{wf:LOOP_INDEX} < 5"

Limit="10"

Try-Catch

A Try-Catch activity tries to execute its Try actions. If the Try activity throws any exception, the TryCatch activity uses its Catch collection to match the exception.

Throw error

Activity to throw error statement.

Break

The Break activity enables you to stop the loop at a chosen point, and then continues with the next activity.

Continue

Enables you to skip the remaining steps in the current iteration inside a loop activity.

Wait for value

Define a value for which the workflow will wait. Use this when you need repeatedly check to see if a condition is met (an automatic number is generated by receiver or wait for external source to fill in the value).

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Convert document

Convert document from word to PDF using Word automation service. Not applicable for SharePoint Online.

To ensure proper functionality, additional configurations are required in the central administration:

• Navigate to the following path and verify that "Word Automation Services" has the "Started" status: Application Management/Service Applications/Manage services on server.
• If the service status is "Not started", it needs to be installed first. Proceed to the following path and click on "New", then select "Word Automation Services": Application Management/Service Applications/Manage service applications.
• On the subsequent page, provide a name and choose whether to add this service to an existing application pool or create a new one. Click "Next".
• Fill in the Database Server and Name fields for where this service will run, then click "Finish".
• Once the installation is complete, navigate to the following path and select the SharePoint Web Application: Application Management/Service Applications/Service Application Associations.
• On the subsequent page, switch from "Default" to "Custom" and ensure that all previously selected options in the default setting are checked, along with your Word Automation Service.
• Finally, verify if the service is running correctly by accessing the following path: Application Management/Service Applications/Manage services on server.

Set variable

Set variable value. If variable doesn’t exist, new is automatically created.

Set state

Set specific state in current workflow to skip task interaction. Common usage is in "If" action you can set different states based on expression.

There is limited number of hops to new state, workflow is only allowed to do 50 Set state actions per event processing (e.g. in one processinf of completed task or one start of workflow event).

Write log

Write log entry into WF Engine log.

Start workflow

Start an additional workflow. If you specify only internal name, workflow will start on current item.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Stop workflow

Stop an additional workflow. If you specify only internal name, workflow will stop on current item.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Is running

Check if workflow is running.

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Web request

Call web request. Web request is an activity that can execute HTTP request without the need for Web Service proxy (e.g. to call REST services).

Call webservice

Call web service. Allowed web service type is only service with WSDL definition.

Query XML

Query XML data using XPath.

Query SQL

Query SQL data

Change context

Change context of executions of actions specified in this container

Possible combinations of configuration

• Item ID - The action is performed on an item with the specified ID in the list where the workflow was initiated.
• Item ID + List - The action is performed on an item with the specified ID in the list identified by its provided internal name.
• Item Url - The action is executed on an item with the provided URL adress
• CAML Query - The action is performed on an item located using the provided CAML Query in the list where the workflow was initiated.
• CAML Query + List - The action is performed on an item located using the provided CAML Query in the list identified by its provided internal name.

Is user in group

Check if specified user is member of Active Directory group and result is set to specified variable (True / False). Not applicable for SharePoint Online.

Action container

Container for activities. Action that does not have a function – only stores action to logical units. Can be copied with all nested actions.

Save Changes

Save changes made to context item. In case of problems with data storage and troubleshooting. A workflow stores data only after it has processed all activities.

Cancel Changes

Cancel all changes made to context item and reload context item. In case of problems with data storage and troubleshooting. A workflow stores data only after it has processed all activities.

Replace Tokens

Replaceable parameters, or tokens, can be used to provide values for SharePoint solution items which actual values aren't known at design time. Replace tokens integrate the use of certain functions in the workflow. Allows to repurpose or reuse variable set to SharePoint columns to customize email notifications, user tasks or fields on form.

Replace token is defined with keyword followed by colon and block of code designed to perform a particular task.

The code to be executed is placed inside curly brackets: {}.

Parameters are listed inside the parentheses () separated by commas. Add custom text inside "".

Replace tokens can be merged together – as a nested function {Func:GetUserTitle({Func:GetMatrixUsers(Wf_ApprovalMatrix)})} or by adding different replace tokens together with custom text – New item to approve {Item:Title} by {Wf:initiator}.

Prefix Item

Replace token with keyword Item {Item:xxx}. Will return field values from current Item running the workflow. Allows to repurpose or reuse values set to SharePoint columns to customize email notifications, user tasks or conditions in workflow. For xxx can be used any SharePoint column that is defined for item.

Example: Definition {Item:Title} will return to specified field value from Title field.

User type of field

Designed for user data fields – user login, SharePoint group and / or Active Directory group.

To better display values use properties which return more detailed values.

Multiple User usage

Multiple users are defined within a field.

Frequently used tokens

Prefix WF

Workflow Engine sets some variables automatically. For active instances user can see values in Workflow data in ACTIVE INSTANCES. Prefix {WF:xxx} can be used to call variable defined by a workflow action, e.g. SET VARIABLE.

Prefix Task

Prefix {Task:xxx} allows you to retrieve values from current task to email notification for Task approvers in workflow.

Prefix TiSp

Prefix {TiSp:xxx} retrieves values from templates defined in TreeINFO application.

Functions

Replace token with keyword Func. With {Func:xxx} you can define a set of statements that performs a task or calculates a value to repurpose or reuse variable set to SharePoint columns.

Parameters are listed inside the parentheses () separated by commas.

Delegation definition example:

<Configuration SchemaVersion="3" StartForm="false" CustomForm="false" IsFormAsync="false" AllowMultipleInstances="false" IsTemplate="false" TemplateColor="" TemplateIcon="" TemplateSortOrder="0">
    <UserDelegations>
        <UserDelegation ListUrl="Wf_OOF" SiteUrl="{const:RootUrl}" UserField="XWF_OOF_User" UserDelegateField="XWF_OOF_UserSign" DateFromField="XWF_OOF_From" DateToField="XWF_OOF_To" Name="sign" />
    </UserDelegations>
    <Designer HasLayout="true" />
</Configuration>

Debugging

Activities grouped in group Debug allow user to accomplish debugging function.

The Workflow Designer provides the ability to debug workflows and custom activities. Debugger provides the possibility to test workflow functionality in the context of a particular instance. Like in debug programs written in other programming languages, you can trace events step by step, stop the instance at some point and try to observe behavior and variable values.

You can connect to a running instance, see the current values in it, and eventually try to run the activity in context of that instance and examine the result.

When connected to a workflow instance in the debugger, you can try functionality of various replace tokens.

In designed workflow click the Debug tab from ribbon.

Click select instance to open a specific item with running instance. When selected, the ribbon changes – the item ID and list URL will be added.

To practice the basic properties and functionalities (e.g. replace tokens) is ideal to use basic activity such as SET FIELD VALUE. You add it to your workflow and set required properties or choose from already existing actions. Go back to debug window. The action have to be selected (you see dotted line) to click the Run button..

A window will appear showing the properties related to selected action.

Properties can be changed. Clicking the Run button in the lower right of the window will start the action in the background. Clicking Run will display the loading wheel so the user has information that the activity is being processed.

After the workflow is completed, the application log appears in the right part of the window. If the test action is successful, the tested value is overwritten in specified item field.

On tab Variables is list of replace tokens with values related for running instance.

Log

SharePoint Online

With the SharePoint Online solution, logs are recorded to our in-house Azure database and are therefore inaccessible to users. Production logs are kept for a period of four months.

SharePoint On-Premises

Application logs can be set to both the file and the database or to both places at the same time. Logs are stored in one database, it cannot be distinguished, it is shared within the SharePoint farm.

The setup is done in the nlog.nlog file where the paths for log records are set.

Example of logs from the file system.

Example of database table dbo.Log.

Example of query results over the dbo.Log table.

FAQ

A FAQ is a list of frequently asked questions (FAQs) and answers on a particular topic.

More questions can be found in dedicated Stack Overflow TreeINFO Team. If you need access, contact treeinfo@aricoma.com.

Support

If this documentation doesn't answer your questions, please send us an email at treeinfo@aricoma.com.

Changelog

See the changes, fixes, improvements and updates released in the latest versions.

Build 3.20.2505.14001 Microsoft 365 (22.5.2025)

• Added Workflow Engine – Identifier Mapping – Identifier mapping has been introduced for new registrations in accordance with Microsoft’s updated requirements.
• Added Azure OCR – Document Digitization – A new activity enables the processing of incoming documents using the Azure AI Document Intelligence (OCR) cloud service. The use of this service is billed based on the number of pages processed.

Build 3.19.2502.18001 (27.2.2025)

• Updated Manual bulk delegation function – Updated the From User field in Workflow Designer to search for specified users in the task list instead of Active Directory, allowing delegation from users removed from Active Directory but who still have assigned tasks in SharePoint.
• Updated Serial Assign Task delegation entries – Optimized history entry during delegation when using serial Assign task with approval matrix.
• Updated SP2SQL Function Logging Enhancement – Extended SP2SQL function logging for more detailed analysis of errors occurring during performed actions.
• Fixed Try-Catch OnError action – Resolved an issue where, after placing an action in the OnError section of the Try-Catch action and saving the workflow, the state could not be opened again when reloading the workflow in Designer.
• Fixed Add File action – Replace Tokens in Content property – Resolved an issue where replace tokens in the Content property were not recognized, causing the action to return the specified configuration instead of desired values.