Introduction
Yeeflow’s Set Data List action supports Execute Type: Delete when you choose a Document Library as the Data source. This feature enables automated deletion of files, folders, or both from a document library based on conditions you define.
By configuring conditions, you can target and delete specific files, subfolders, or entire folder contents within a document library—helping you streamline file management and keep your storage organized.
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When to Use
Use Execute Type: Delete when you need to automate the cleanup of files or folders in a document library as part of your business processes. This feature helps ensure your library stays organized without manual intervention.
Here are some typical business scenarios:
Supplier onboarding cleanup
After supplier documents are reviewed and moved to the official records folder, delete temporary files or folders from theNew Supplier Folderto prevent clutter.Expense reimbursement processing
Remove receipt attachments from a draft folder after reimbursement requests are approved and archived elsewhere.Project document housekeeping
Automatically delete obsolete project subfolders or draft files from a staging folder once a project reaches a certain status or is archived.Contract management
After contract review cycles are complete, delete review drafts and redundant files in a temporary working folder.Scheduled maintenance
Set up scheduled workflows to clean out specific folders (e.g.,Temporary Uploads) by deleting files older than a certain period.
This functionality is ideal for maintaining a clean, organized document library and reducing the risk of outdated or unnecessary files consuming storage.
How to Configure Set Data List for Delete
Step 1: Set Up the Action
1️⃣ Add a Set Data List node to your workflow
Drag the Set Data List action into your workflow canvas at the appropriate step where deletion should occur (e.g., after approval or processing is complete).
2️⃣ Select the Application
From the Application dropdown, choose the app that contains your target document library. This is usually the app where your files are stored (e.g., Supplier Management, Project Workspace).
3️⃣ Choose a Document Library as the Data Source
In the Data source dropdown, select the specific Document Library that contains the folder whose contents you want to delete (e.g., Supplier Library, Project Documents).
4️⃣ Set Execute Type to Delete
In the Execute Type field, choose Delete.
Once selected, two buttons will appear:
Condition — this is where you define rules to identify which files or folders to delete.
Step 2: Define Conditions
Click Condition to specify which files or folders should be deleted.
Conditions are required — without conditions, no deletion will occur.
You can add one condition or multiple conditions depending on what you want to delete:
✅ Single Condition — Delete All Files and Folders in a Folder
If you want to delete everything (both files and subfolders) inside a folder:
Where:
PathCondition:
EqualsValue:
New Supplier Folder
👉 This deletes all content under New Supplier Folder.
✅ Multiple Conditions — Delete Only Files
If you want to delete only files inside a folder:
Where:
PathCondition:
EqualsValue:
New Supplier FolderAnd:
TypeCondition:
EqualsValue:
file
👉 This ensures only files are deleted, subfolders remain.
✅ Multiple Conditions — Delete Only Folders
If you want to delete only subfolders inside a folder:
Where:
PathCondition:
EqualsValue:
New Supplier FolderAnd:
TypeCondition:
EqualsValue:
folder
👉 This deletes subfolders, leaving files intact.
💡 You Can Add One or More Conditions
You can add one or multiple conditions to control what gets deleted.
Available fields include:
Path, Name, Type, Size, Extension, Id, Created By, Created Time, Modified By, Modified Time.
👉 This allows you to:
Delete files or folders based on their type, name, size, extension, creator, or timestamps.
Combine conditions (e.g., delete PDF files created by a specific user, or remove files older than a certain date).
Keep your conditions specific to avoid unintended deletions.
Example condition combinations:
Goal | Example Condition Setup |
Delete files with |
|
Delete only PDF files |
|
Delete files created by |
|
Important:
A maximum of 500 records can be deleted in a single operation.
Always review your conditions carefully to avoid unintended deletion.
Summary
The Execute Type: Delete option in Set Data List provides a powerful way to automate file and folder cleanup within document libraries. By defining precise conditions, you can control exactly what gets deleted — whether it’s all contents of a folder, only files, or only subfolders. This helps maintain a tidy and well-organized document structure without manual effort.
Always ensure that conditions are configured carefully to avoid unintended data loss. This feature is particularly useful for scenarios like supplier onboarding cleanup, contract draft removal, or regular maintenance of temporary upload folders.
Feature | Description |
Execute Type: Delete | Deletes files, folders, or both from a document library |
Flexible Conditions | Define conditions to target exactly what to delete |
Condition Required | Deletion will not occur without conditions |
Limit | Up to 500 records can be deleted at once |
Use Cases | Clean up processed files, remove empty subfolders, routine folder maintenance |