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Workflow Hero

I need my Create Item workflow to re-run correctly if the orginal list is edited.

Hi,

 

I have a Create Item workflow running from a list to a document library. It works OK the first time, updating all the column data from the list to the library.

 

However, if I edit the list item and then re-run the workflow, it won't overwrite the existing item correctly. It will still add an item to the document library but will only add the Name of the document. Any other information which was added the first time around will be blank.

 

I was getting this error message " The workflow could not create the list item. Make sure the list exists and the user has permissions to add items to the list" but don't seem to be anymore.

 

Any help would be appreciated.

 

Thanks

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Re: I need my Create Item workflow to re-run correctly if the orginal list is edited.

Could you please show your workflow ? I think you need 2 workflows. First which starts on item created which creates document in Library and other on edit which updates item in Library. But to update library document, you need to save your list item ID in that document meta data and then query document on list ID and then update.

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Workflow Hero

Re: I need my Create Item workflow to re-run correctly if the orginal list is edited.

Hi,

Thanks so much for your reply. Your response sounds right, I’m just not sure how to go about it. Do I just use the existing List Item ID from the document library? I’m not sure about how to set up the Query action.

The workflow is below. I think it’s just the create item action which is creating the problem.

I’m collecting a bunch of information in a form and then using it to create a Letter of Offer.

Lexie Fall | YNet Projects

YMCA Victoria | 582 Heidelberg Road, Fairfield VIC 3078

T 03 9403 5115 F 03 9403 5100 M 0409 139 710

E lexie.fall@ymca.org.au<mailto:sammy.sample@ymca.org.au> W www.victoria.ymca.org.au<http://www.victoria.ymca.org.au/>

Please note: My work hours are Mon & Fri 9am – 3pm and Tues & Thurs 9am – 5pm.

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Re: I need my Create Item workflow to re-run correctly if the orginal list is edited.

Hi Lexie Fall,

 

You can accomplish this from within 1 workflow. Donatas Krušna is correct for saying that you need the ID.

 

What i would suggest:

 

Create a new column that holds the related ID on the List e.g. "Related ID"

What happens:

1) 1st time it runs, Related ID = empty so it will create an item and store the ID in a variable

2) Update the ID in the "Related ID" column

 

On modify:

1) Related ID is not empty

2) Update metadata based on item in Document library where ID = Related Item ID

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Re: I need my Create Item workflow to re-run correctly if the orginal list is edited.

1. Use a Query List, and store the ID field in a variable.  You will have to set the filter to find the specific item.

You may want to add an item reference number column to the destination list based on the ID from the original list so you know if there is a match.

2. Run If variable is not null

3. Place a Delete Item inside the run if where ID = variable.

Add this to the beginning of your current workflow and you are good to go.

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