Introduction
Yeeflow’s Set Data List action now supports advanced operations on Document Library data sources using Execute Type: Update. This feature allows you to modify existing files or folders in a document library based on specific conditions—such as file location (folder path) and type (file/folder).
Unlike Execute Type: Add, which focuses on uploading new files into folders, the Update option lets you automate file management tasks like renaming files, changing their folder location, or updating other metadata fields.
To learn more about adding files to folders, refer to:
Add Files to a Specific Folder – Execute Type: Add
Related articles:
When to Use
Use Execute Type: Update when your workflow needs to update existing content inside a document library. This is useful in the following real-world scenarios:
Common Use Cases
File reorganization after approval
Once a supplier is approved, move their uploaded documents from a “Pending” folder to an “Approved” folder and update the file title with a suffix like-Approved.Folder cleanup automation
Automatically rename and move old files from a specific folder to an archive directory with labels like-archived, keeping your document library tidy.Mass metadata update
Apply tags or update descriptions for all files uploaded to a certain folder in a given month.Expense report migration
Move all attached receipts from a temporary "Reimbursement Drafts" folder to a finalized folder, e.g., "Approved Reimbursements", and append the submission date to the file name.
How to Configure Set Data List for Update
Step 1: Set Up the Action
Drag a Set Data List node into your workflow.
Choose your Application and select a Document Library as the Data Source (e.g., “Supplier Library”).
Set Execute Type to
Update. You’ll see two buttons: Field Settings and Condition.
Step 2: Define Conditions
Click Condition to specify which files or folders should be updated. This allows you to update one or multiple files or folders that meet the conditions you define.
You can add one condition or multiple conditions to accurately target the files or folders you want to update.
Filter by Path
Where:
PathCondition:
EqualsValue: Choose the folder (e.g.,
New Supplier Folder)
Filter by File Type (optional but recommended)
And:
TypeEquals:
file
This ensures that only actual files (not folders) inside the selected path will be updated.
Step 3: Configure Field Settings
Click the Field Settings button to open the Field Settings dialog, where you can select the fields to update and define their new values—similar to the process of adding records. Select the fields you want to update and set values which is similar like the adding files or folders operation.
In this case, to move the files to another folder:
Path: Set to
Approved Suppliers
This updates the Path field, effectively moving the selected files from New Supplier Folder to Approved Suppliers.
Key difference between Add and Update:
When updating files or folders, you must set conditions to identify which files or folders to update. Without a condition, the update will not execute.
Limit: A maximum of 500 data entries can be updated at once.
Example Use Case
Goal:
Move all files under New Supplier Folder to Archived Supplier Folder, and rename them with the suffix -2025.
Steps:
Condition
Path = New Supplier FolderType = file
Field Settings
Path = Archived Supplier FolderName = Name & " - 2025"
This updates all files under the specified folder, effectively relocating and renaming them.
Summary
The Execute Type: Update option in Set Data List is ideal for automating batch operations on files within document libraries. It supports dynamic control over document structure, improves organization, and reduces manual updates.
Feature | Description |
Execute Type: Update | Modify existing files or folders in a document library |
Field Settings | Select fields to update; define new values similar to the Add operation |
Conditions (Required) | Filter records (e.g., by Path and Type); no updates if no condition set |
Auto-folder Creation | Automatically creates target folders if they don't exist |
Limit | Up to 500 data entries can be updated at once |
Use Cases | File renaming, moving files, updating metadata, archiving |