The Set Data List action has been enhanced with new capabilities when the selected data source is a Document Library. This update enables users to add documents directly into specific folders—either predefined or dynamically generated—within a document library.
What's New?
When configuring a Set Data List action and choosing a document library as the data source, a new Path field is now available in both the Field Settings and Data Filter pop-up windows. This allows more flexibility in managing file destinations.
When to Use
Use this feature when you want to automatically upload and organize files into designated folders in a document library as part of your workflow process.
Here are some common business scenarios:
Vendor onboarding
Automatically create a new folder for each supplier (e.g.,New & Supplier Name) and store documents such as trading certificates, compliance forms, or contracts during the approval process.Project document management
For each new project initiated through a workflow, create a unique folder and upload related project briefs, proposals, or kick-off documentation.HR document collection
When a new employee is onboarded, dynamically generate a folder using their name or employee ID, and upload relevant files such as signed offer letters, ID copies, or policy agreements.Client file submission
In service workflows where clients upload documents (e.g., tax forms, identification, service requests), store those files in separate folders per client for easy access and compliance tracking.Contract management workflows
Upon contract approval, save the signed contract to a folder named after the customer or contract type for record keeping and future reference.Finance reimbursement processing
When employees submit reimbursement requests, store their receipts and supporting documents in individual folders named by employee name, department, or submission month to simplify audit and retrieval.
How to Configure the Set Data List Action
To begin using this feature, first add a Set Data List action to your workflow. You can refer to our Set Data List documentation for the general setup process.
Once the action is added:
Choose the target Application from the dropdown.
In the Data source field, select a list from a Document Library.
For example, you may select a library such asSupplier LibraryorDocument Library—these are special lists designed to manage file attachments.
Once the data source is selected, you can proceed to configure the execution settings.
New "Path" Field for Folder Selection
When using the Set Data List action with Execute Type set to Add, and the data source is a Document Library, a new field—Path—is available in the Field Settings window.
Follow these steps to configure the folder path:
Step 1: Select “Add” under Execute Type
In your Set Data List action, choose Execute Type: Add, then click the Field Settings button.
Step 2: Enable the “Path” Field
In the Field Settings popup, check the Path checkbox to enable the path configuration.
Step 3: Choose or Set the Folder Path
In the Value column for the Path field, you can:
Select a static folder from the dropdown (e.g., “New Supplier Folder”)
Set a dynamic folder path using the expression editor (e.g.,
New & Workflow Variables:Supplier Name)
When using a dynamic path, if the specified folder does not exist, the system will automatically create it in the document library.
Step 4: Set the Required Upload File Field
Finally, ensure the Upload File field is configured. This field is mandatory and must reference the file you want to upload (e.g., Workflow Variables:Trading Certificate).
Once configured, your workflow will upload the file to the specified folder—either existing or newly created—within the document library, streamlining file management for your business processes.
Summary
Feature | Description |
Path Field | Select or define folder location for document upload |
Dynamic Path | Create folders dynamically using expressions |
Auto-create Folder | System will create the folder if it doesn’t exist |
Improved File Management | Files can be uploaded directly into relevant folders |
With this update, managing document uploads in workflows becomes more structured and scalable. You can now build smarter, cleaner file automation processes using the Set Data List action.
For more details, visit our Set Data List documentation.