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Status Planned
Categories Workflow Designer
Created by Brandi Woodson
Created on Sep 15, 2022

Updating or replacing objects throughout workflows for purposes of task actions

We need the ability to refresh or replace an object that is created from a query a list or retrieve an item action for sharepoint online.

We have several complex approval processes that require users to see the latest version of an item. That being said, most of the time there are other actions in our workflow that will involve a task going out, showing default values of a related list item but through using the default value of the control, allowing task owners to edit these task fields/controls and handing it over to the next person for review & approval. Before we hand it over using another task we have to update list item with all possible fields that could have been edited by the task owner previously, query the item back and then update the default values to the new object that queried the latest version of the list item. It's a tedious build when you have 3-5 levels of review and handovers to go through before it's finalized. Some of our tasks have 100-150 fields to manage per task form. We no longer can just copy a task and update who it's going to and the related list item is current.

Please please please figure out a solution on refreshing objects or collections within a workflow so we can use the action over and over throughout our workflows for tasks specifically so the object updates with the latest version of what is being queried vs forcing developers to create a new object for each query.

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  • Admin
    Kate Huynh
    Jul 9, 2024

    Hi Brandi,

    As always, thanks for reaching out and adding such helpful, detailed information in your feedback.

    We've reviewed and confirmed this will indeed be useful for designers looking to simplify their designs.

    The team are working through the needs and requirements now, and will be looking to commence development in the coming weeks. The team have a number of existing priorities and other feature work, so the ability to reuse objects is queued up and we are endeavouring to release by the end of the quarter.


    Kate Huynh

  • Brandi Woodson
    May 12, 2023

    Until default values can hold external data source objects to show current list item information from a sharepoint list item, we still need this.

    If you retrieve an item and output it to Object/Collection A and retrieve an item again throughout the workflow, it should allow you to outputs to Object A/Collection A to replace what was previously there. We shouldn't have to have to create a new object for each output. This is helpful when needing to grab the latest information from a list item right before the next task goes out vs creating workarounds with too many variables.

    The only way I was able to get it to work was throughout a stage. If it goes back through a branch with a retrieve or query a item, it will replace it.