Introduction
The Query Data function in Yeeflow enables retrieving records from a selected data source during a workflow or form action. When you choose a Document Library as the data source (see Document Library overview), you can apply a Path filter to query files or folders within a specific directory.
This capability works in both Query Data actions in workflows (see Query Data Action guide) and Query Data steps in forms (see Query Data Step guide).
When to Use
You can use Path filters with Document Libraries in scenarios like:
Supplier approval workflows: Check whether necessary certificates exist under a specific supplier folder before approval continues.
Business travel requests: Display required travel documents stored in a specific folder for review on a form.
Contract management: Verify files under contract folders to ensure compliance before progressing in the process.
How to Configure Query Data with Path Filter
A. Configure in Query Data Action (Workflow)
1️⃣ Add Query Data Action:
In the workflow designer, drag and drop the Query Data action.
Select your Application (e.g.,
Purchase Management_AD) and set the Data source to a Document Library (e.g.,Supplier Library).
2️⃣ Set Data Filter (Path Filter):
Click the Condition button next to Data filter.
In the Data filters popup:
Where:
PathCondition:
EqualsValue: Select your folder (e.g.,
New Supplier Folder)
3️⃣ Add Optional Conditions:
You can click Add Condition to further refine your query results. Common examples:
Type = file→ Only query filesExtension = pdf→ Only query PDF filesCreated By = user1→ Only query files created by a specific user
B. Configure in Query Data Step (Form Action)
1️⃣ Add Query Data Step:
In the form’s Actions panel, select Query Data.
Choose the Application and set the Data source to a Document Library.
2️⃣ Set Data Filter:
Click Condition to configure the filter.
In the filter popup:
Where:
Path
Condition:
EqualsValue: Select your folder (e.g.,
Approved Suppliers)
3️⃣ Optional Conditions
Add additional conditions if needed for precise filtering. Examples:
Type = file → Only query files.
Extension = pdf → Only query PDF files.
Name Contains draft → Only query files whose name contains
draft.
Example Condition Setups
Goal | Example Condition Setup |
Query all files in a folder |
|
Query PDF files only |
|
Query files created by user1 |
|
Example Use Case
💼 Business Travel Request Form:
Query and display uploaded supporting documents (e.g., travel insurance, tickets) stored in a designated folder so approvers can review them during approval.
💼 Supplier Approval Workflow:
Automatically check if compliance documents exist in a supplier’s folder. If missing, stop the workflow or trigger a notification.
Summary
✅ The Query Data action (see Query Data Action guide) and Query Data step (see Query Data Step guide) now support Path filtering for Document Library data sources (see Document Library).
By using Path filters, you can:
Accurately query files/folders under a specific folder
Combine with additional conditions (Type, Extension, Creator, etc.)
Make your workflows and forms smarter and more controlled