Symptoms

The question that arose for this issue is how to properly utilize the Get List Reference workflow event in a workflow. The instructions for how to use this particular item is a little different than the actual implementation of the event.

 

Diagnoses

Given that the documentation can be a little confusing, there is a video attached to the documentation that helps out with configuring the Get Item Reference workflow event:

http://help.k2.com/onlinehelp/k2forsharepoint/UserGuide/current/default.htm_Lists_Wizards/Get_List_Reference/Get_List_Reference.htm_

This video explains in more detail how to configure this particular event.

To move items dynamically between subsites there needs to be a SharePoint column that stores the names of the subsites for later use. For example if a list of subsites reside in an 'IT' set of sites, but have different names (i.e. 1001, 1002), the column will need to store these values for dynamic use.

 

Resolution

The customer was looking for a way to dynamically set a workflow to move list items from one subsite list to another subsite/s list/s using the Get List Reference workflow event along with the Copy List Item workflow event. The first step in this process is to create a SharePoint column that will store the values of the different subsites, the best column to use in this case is a choice field configured with the values of each subsite. If appifying the list for the first time, this column will automatically be added to the forms tied to the list. If the list has been appified before this column will need to be added to all relevant forms. Once the list has been configured correctly, the workflow will need to be created and configured. Configure the workflow as follows:

1. In the first empty event of the workflow step, drag in the Get Item Reference workflow event.
2. In the first wizard screen, select the site collection that the list resides in to create a list reference.
3. Configure the Subsite Relative URL, Relative URL and Title fields of the list as necessary. If moving items dynamically ensure that the previously mentioned SharePoint column (subsites) is injected into the Subsite Relative URL field (i.e. IT/ "1001").
4. Create a unique reference name for the event to find it more easily in later workflow steps.
5. Click OK.
6. Create a new workflow event connection (i.e. Continue)
7. In the new empty workflow step, drag in a Move List Item event.
8. Click next on the first wizard screen.
9. On the specify destination wizard, configure the destination of the list to point to the previously referenced workflow event.
10. Finish the event.
11. Deploy the workflow.

After deploying the workflow, add items to the list that the workflow is tied to. Any items added to this list should move as expected. There will be a short delay of moving these items after kicking the workflow off, this is expected since the workflow is looking for the specific subsite that the list items are being moved to, along with moving said items.