Move document to document set - Workflow

Hello!
I'm looking for a workflow that will move a document (from the standard "documents" library) and actually put it into a Document Set (e.g. DocSet1, DocSet2, etc.) in a different library called "Document Sets"
Is anybody aware of a way to do this please?
Thank you,
Griff

You need a simple workflow which will move document from one document library to another.
http://social.msdn.microsoft.com/Forums/en-US/442eb024-29c5-44e1-91ea-97d37aa5cec2/move-sharepoint-designer-workflow-from-one-document-library-to-another?forum=sharepointcustomizationlegacy
Once moved to Document sets library based on rule it will have proper document set and DOcument ID assigned to it.
http://stackoverflow.com/questions/2403407/move-sharepoint-designer-workflow-from-one-document-library-to-another
http://cypher19.wordpress.com/workflow-copy-document-from-one-library-to-another/

Similar Messages

Workflow - move document set and the content

Hi,
I am working on "simple" solution to move document set and its content to different library.
Source and destination libraries were created using the same template.
I can copy documents from inside the doc set to other library but workflow doesn't work when run on doc set....
Any tip?
Thx

Plz check the following thread for similar issue
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/5b8a3126-fa85-4e59-b785-02df7c277c87/copy-a-document-set-to-another-library-via-an-spd-workflow?forum=sharepointcustomizationprevious
Please Mark it as answer if this reply helps you in resolving the issue,It will help other users facing similar problem

Move document set [out of the box]

is there a out of the box solution to move document set between libraries?
I have created site collection using Document Center site template for SP2013 Enterprise.
I was really surprised that Doc Set has no functionality to move it from one library to another?
Option needs to be available to end user in like 3-4 steps from document set ...
Any tips?

Hi
TUlee ,
For moving document set between libraries, you can use the Site Content and Structure in the site settings. Using the Site Content and Structure function we can manage both the content and structure
of your SharePoint site collection. To access the Site Content and Structure page, you must have a minimum of Contribute permissions.
For more information, you can refer to the article:
http://community.bamboosolutions.com/blogs/sharepoint-2013/archive/2013/07/29/how-to-use-the-site-content-and-structure-manager-in-sharepoint-2013.aspx
http://office.microsoft.com/en-001/sharepoint-server-help/work-with-site-content-and-structure-HA010131723.aspx
Best Regards,
Eric
Eric Tao
TechNet Community Support

Retention Processing does not move Document Set to the Drop Off Library

Hi Everyone.
Had Retention Processing working fine. Moving files between Document Librarys and the Record Centre using Information Management Policies to move to the Drop-Off Library where the Content Organizer Rules moved them to the relevent Library.
It has all come to a grinding halt with the following line in the '14 hive' logs.
Skipping retention processing for item /doc/Housing/1 RET TEST SET on web http://moraysrv052/doc because there is an unprocessed schedule update. 1b1dfe42-28f9-440a-b84a-17c20aa9c7d6
I have searched the Internet and these forums but can find no reference to this error, Can anyone help as automatic retention policies are crucial to our Sharepoint Implementation.
Cheers
Ross Urquhart

Vinit
Thanks for the advise but not the answer unfortunately.
I have the Content Organizer & Expiration Policy Timer Jobs running every 15 mins, Information Management Policy runs Weekly as this only effects changes to Policy. I have changed the times so all jobs run every 15 mins. Still get the same error message.
Expiration worked perfectly before when it was triggered by Closure Date, A column we created which the user populates to indicate the Document can be closed. Retention then moves the Document to the Record Centre. I changed the trigger on one of the Document
Sets to be Created Date and this generates the error, Change this back to Closure Date, no error, Document moves to Record Centre Drop Off Library.
Another observation. If Retention is against a any other Content Type it is called Created if it is against a Document Set Content Type it is called Created Date, however when you review the Compliance Details of the Set it is called Created.
Does this trigger any ideas.
Cheers
Ross Urquhart

Move Files from one document set to another document set using workflow

Hi All,
Env : SP 2013 Server - SPD 2013.
I'm trying to make a SPD Workflow that must copy a files from one Document Set to another Document set in the same library other document library
Does Someone already get success for Copy files from one Document Set to another Document set?
Thanks for your help.

Hi,
According to your post, my understanding is that you wanted to move Files from one document set to another document set using workflow.
I recommend to use the custom workflow activity Copy List Item Extended Activityto
copy files to another document set.
You can do this with codeless SharePoint Designer workflows as long as you can install the
Codeplex Custom SharePoint Designer Workflow Activities.
These activities are also built-in to SPD2013. However, you can only use the custom activities in the SharePoint 2010 Platform.
To install the custom activities, please follow the steps as below:
Download the solution file form
Useful Sharepoint Designer Custom Workflow Activities
Copy the wps file to the Disk C.
Open the SharePoint 2013 Management Shell.
Run the command: add spsolution c:\ dp.sharepoint.workflow.wsp
Open the Center Administration, click System Setting->Manage Farm Solution-> dp.sharepoint.workflow.wsp->Deploy to one or more Web Application.
Open the SharePoint designer, create SharePoint 2010 Platform workflow, add action from Custom Actions.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Workflow to move documents to Record Centre

Hi,
I'm developing a Approval workflow to move documents to a Record Centre Site on approval. The workflow works fine until I add the If to test if the workflow outcome for the move/archiving of the document was Approved or Rejected. The
issue seem to be that the field in the library for the workflow doesn't appear to show the updated value (Approved or Rejected) until the page is refreshed so when the workflow checks if the value is Approved (16) it returns In Progress(2) so the If condition
never runs
Steps in the workflow
Step 1
Log "Starting Approval for Move to Record Centre" to the workflow History List
them Start Approval
process on Current Item
with these users
If CurrentItem:ApproveMoveToRecordCentre
Equals
16 ("here's where I get returned value of 2 as the workflow is still in progress")
Submit File using this action to this destination router with
this explanation
(Output to variable:submit file result)
Else
Log Archiving Not Approved to the workflow history task list

Hi,
According to your description, my understanding is that the If condition was not executed in the workflow.
I recommend to add a step Pause for Duration under the Start Approval Process step.
Best regards.
Thanks
Victoria Xia
TechNet Community Support

Workflow for Document Set

I am trying to develop an e-mail notification on a Document Set - problem is the workflow triggers not only on the document set, but all the documents within the set.
I know I can't start the workflow "when a document is created" - has anyone found a solution so the workflow is only triggered when the document set is created (and not again when individual documents are uploaded)
Cindi

There are a couple of options that I can think of.
Firstly you could create a Resuable Workflow that is associated with the Document Set Content Type. Although in this instance I would probably look to create a new Content Type (let's say I call it MyCustomDocumentSet) with a Parent of Document Set
and set the Resuable Workflow to be based on MyCustomDocumentSet Content Type. Then associate the MyCustomDocumentSet with your List instead of the Document Set Content Type.
After you have created the Workflow you would need to go back into your MyCustomDocumentSet Content Type and set the Workflow to start on When an item is created.
The second option (perhaps not so elegant, but easy to set up and will work) is to have a normal List Workflow that fires for the Document Set and Documents within it, but have a condition to check what is being created. For example:
If CurrentItem:ContentType not equals Document Set
Stop the workflow and log "My Message"
If it isn't a Document Set then the workflow will stop. However, if it is a Document Set it will continue with whatever you add to your workflow after the condition and stop workflow action.

Workflow on Document Set

When comparing folders and Document Sets in SharePoint, there is one note that says that workflows can be started on Document Sets, but not folders. What does that mean?
I can only create workflows that are attached to site or list. I have created one list workflow, and, every time I add new folder or document set to that list, workflow starts. So what does it mean that workflow can be started on document set?

What article did you refer
Normally if you want to manually start a workflow it can only be on Item and not folder. You can see that here
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
You can plan for workflow on folder. Using below
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
If this helped you resolve your issue, please mark it Answered

Workflow: create a document set and add default documents to it

Having a workflow create a new document set seems straightforward: use the "create list item” action, choose the target library and one of the document set content types available in it
and supply values for the fields. But that workflow action doesn't provision the document set with default content, even though the content type has default content defined. Other people have asked the same question and some say you can write a second workflow
triggered by creating the new document set item in the target library, but I don't see how you can add default content to it.
"Copy list item" would work if you could supply the title of the document set along with the target library. You can copy files (in my case several .msg, .pdf and .docx files) from
a "templates" library, but without being able to add the document set name/path as part of the target "this list" they end up in the root of the target library not in the document set.
I've seen suggestions that "Create list item" will work, but I don’t see how it can since with that you can't supply a file name to provide the default content with.
Am I missing something?
Tom
SharePoint Systems Officer, Capital Regional District, BC, Canada

Hi Tom,
According to your description, my understanding is that you want to add documents to the document set using workflow.
I recommend to use the custom workflow activity “Copy List Item Extended” and you download it from the following link:
http://spdactivities.codeplex.com/.
With this activity, we can copy documents to document sets.
Please refer to the link below to deploy the custom activity:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/24f21b48-0078-4c18-bd3e-180cd2291c28/moving-items-into-library-foldersdocument-sets-infopathspd-2010-workflow
Thanks,
Victoria
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Victoria Xia
TechNet Community Support

How to create workflow to move document from site to its subsite

Hi All,
I need suggestion on share point workflow development. Currently I am working on Share Point 2013. I have root site and its sub-sites.
Following is the challenge:
1. I have to move document from "Document Library" of root site to one of its sub-site using share point workflow.
2. Move document from sub-site to sub-site of root site.
I am not sure whether I should use "List workflow" or "Site workflow" as I am new in Share point. I am using share point designer 2013 to develop workflow. I search a lot on google but no luck on this.
Please provide yours valuable suggestion. Thanks

P
Khadatkar,
You need to turn on feature called "Workflows can use app permissions"
Link - https://msdn.microsoft.com/en-us/library/office/jj822159.aspx
Follow similar steps in SharePoint Designer 2013.
Link1 &
Link2
Please 'propose as answer' if it helped you, also 'vote helpful' if you like this reply.

Create document set by workflow based on external list

Hello,
I'm wondering if the following is possible:
I have a external list with all my projects.
Next to that i have an document library where i place all the documents about the projects in document sets. Is it possible to automatically create the document sets based on the external list?
So when a new record is created in the database (External list) it automatically creates a document set. (The document sets have an external data column which refers to the projects external data)
I was thinking of an workflow, but i don't know how to accomplish this. I'm just a beginner with SharePoint.
Kind regards,
Robbert-Jan

Hi Robbert ,
According to your description, my understanding is that you want to create a document set for an external list in SharePoint 2013.
For achieving your demand, you can refer to the article:
http://msdn.microsoft.com/en-us/library/ff394479(v=office.14).aspx
http://blogs.msdn.com/b/chandru/archive/2013/08/10/sp2013-creating-document-set-using-workflow.aspx
One thing to notice is you cannot associate workflow with External List because workflow engine cannot run on back end system.
Reference:
http://siddiq-sharepoint2010.blogspot.in/2011/12/bussniess-connectivity-services.html
Best Regards,
Eric
Eric Tao
TechNet Community Support

SPD List serial WorkFlow attach Dynamic approvers, Document Sets attached to List

SPD Workflow:
System : SharePoint 2013
1. Approver's should be fetched from a people picker item of another List based on condition (Filter with department)
2. Workflow should be serial & approvers should be dynamic from above list item people picker based on department condition
3. As it is a List workflow i.e., Custom List is associated to Workflow but I need to upload a document set as a List item
4. When ever user creates a New List Item, Initiation page should allow him to attach multiple documents, while uploading first document into list from Intiation page, it should create a unique document set with a sequence number and other documents
should be added in the same document set & that document set should be attached to list item.
5. Action from Email should reflect the workflow approval.
/*below point is not Important to achieve in SPD*/
6. I would like to create a separate List or New List after 1000 document sets are uploaded to workflow list & workflow should be associated automatically when a New List is created
*I know how to achieve It from server or client side coding..
suggest optimized way to achieve above points in SPD 2013 & OOB only?
V

Hi,
I had tested again with multi workflows which are assigned to three users, they all worked well.
At first, the workflow would send an email to the first approver, when the first approver approved; then send an email to the second approver, when the second approver approved; then send an email to the third approver.
When the third approver approved, the workflow would completed, then the assigner who started the workflow would receive an email that the workflow has been completed.
You can create a simple workflow to check whether it works.
Such as you can just only use the “Start Approval Process” one action to check whether it works.
Did the issue occur in other lists or libraries?
You can create a new list or library, then create an approval workflow to check whether it works.
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

How can I use Document Set description field in a SharePoint workflow

We bundle together related documents into a Document Set and then route the Document Set for approval using a Sharepoint 2010 workflow. Within the workflow, we are also sending an email to each approver, and an email to a manager if items become past
due. I have been asked if I can add the Description field from the Document Set to the email text.
I am familiar with the use of the "Add or Change Lookup" control to insert fields into the email text.
For example: Data Source "Current Item" with field "Title" becomes
[%Current Item:Title%].
The problem is that I can't find a data source that will pull in the Document Set description.
Any help would be appreciated.

Hi,
According to your post, my understanding is that you wanted to use Document Set description field in a SharePoint workflow.
I recommend to modify the view to display the description field.
If you add the description, it will display the value.
Then you can create workflow as below:
Thanks,
Linda Li
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Linda Li
TechNet Community Support

Is it possible to find out if a certain type of document is available inside a document-set by the help of workflows?

Is it possible to find out if a certain type of document is available inside a document-set by the help of workflows?

Hi,
According to your post, my understanding is that you wanted to find out if a certain type of document is available inside a document-set.
Per my knowleadge, there is no out of the box way to accomplish this with SharePoint Designer Workflow.
To find the content type inside a document-set, there are two methods:
First, open a document set, click “New Document” option, then you can find the available content type in the document set.
Second, open the document set content type, open Document Set Settings Page, then you can see the available content type.
More information:
What is Document Sets in SharePoint 2010?
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Workflow to capture document set version automatically

Hi,
I have a document library filled with over 800 document sets. I need a automatic versionning system for the library and I figured my solution was to use a custom Workflow.
So I created a workflow in Sharepoint Designer with only one step: "Capture a version of the document set". The Workflow is setup to start at any modification or creation in the list.
My problem is that every time the workflow run, it creates 10 identical versions of the same document set instead of 1. I tried capturing the version manually and it captures only one version (as it should).
Any idea?
Thanks in advance for your help!

I found a workaround to this issue. First create a new field called AutoVersion. Make it a Yes/No checkbox. Add this to your Document Set. Update your workflow so that it first checks that AutoVersion is checked before capturing a version, then after capturing
the version uncheck this box. Now if the user checks the box, the workflow will capture the version, but on the second through tenth time it tries to capture the version it will see the box is now unchecked and won't run.
This works fine, but you can go anadditional step and add some jQuery to the Edit Properties page so that the checkbox gets check automatically when the form is opened and also hides the checkbox so it can't be unchecked. To the user there will not be a
checkbox visible, but to SharePoint it will think the box has been checked and run the workflow.
More info here on the code you can use to perform this: http://techaholica.com/2015/02/27/sharepoint-version-a-document-set-through-a-workflow/

Move document to document set - Workflow

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