The K2 Pirate

January 27, 2012

XML Fields added by the K2 SharePoint wizards (SPWFI/SP Events/Item Reference wizards)

Filed under: General — hoshy @ 3:36 pm
Credits to Neil Maartens, K2 Learning
Hello, it’s your friendly neighborhood training-content guy again with some bedtime reading
One of the benefits of this gig is that I get to investigate those things that have always bugged me in the field, like “what are those XML fields that are added to a process by the SharePoint wizards, and what’s inside them?”
The following write-up is extracted from a new learning module that will be available shortly (300.HLP K2 and Microsoft SharePoint Content Management). I thought it would be good to share what I’ve discovered since you may need to use this info in real projects sometime.
So without further ado, a breakdown of the various XML datafields added by the SharePoint Workflow process, SharePoint Events process and Item Reference event wizards:
Fields Added by the SharePoint Events Process Wizard
When you use the SharePoint Workflow Integration wizard to expose a K2 workflow as a SharePoint workflow, K2 will create 4 XML datafields in the process automatically.

SPComments (hidden)

This (hidden) datafield is very useful to know about, since the comments entered by users during Client Events are saved into the XML field. If you wanted to include comments from the manager as to why the request was rejected, for example, you can find the manager’s comments in this XML structure. The table below describes the values saved in this XML datafield.

Showing hidden fields and the SPComments datafield

Field Value Stored Sample Value
Comments A repeating node containing all the comments entered by various users during the workflow Client Events n/a
EventName The name of the Client Event for the user task Manager Approval
Comment A repeating node, since a task may have had more than one user’s input n/a
UserName The user name of the user that completed the task DENALLIXadministrator
DisplayName Display Name of the user that completed the task DENALLIXadministrator
DateTime The date that the task was completed 1/26/2012 2:40 PM
Body The comment body entered by the approver Not _x0020_enough _x0020_leave _x0020_days

Note that the special characters like space are encoded.
Action The action selected by the user when completing the item Rejected

SharePoint_Item

The SharePoint_Item XML datafield stores all the metadata values for the item based on the item content type. The structure of this XML datafield will vary between different lists, so we won’t list the fields in the structure here. For reference, the screenshot below just shows the type of data saved in the SharePoint_Item datafield:

Structure of the SharePoint_Item XML datafield

SPIntegrationData (hidden)

The SPIntegraiotn XML datafield is used by K2 to store the details relating to the K2/SharePoint Workflow integration.
The Screenshot below shows the structure of this field., and the table following describes the fields in this XML strcuture:

The SPIntegrationData XML Field Structure

Field Value Stored Sample Value
HistoryListId Internal SharePoint ID of the List used to save the Workflow History 38ac23da-22cf-4628-b56d-708a5c887f65
HistoryListURL The relative URL of the workflow history list

The URL is relative form the root site of the site collection
/K2Learning/Lists/Workflow History
HistoryListName The Display Name of the workflow history list Workflow History
ItemName The Name of the item submitted to workflow Test Item    
ItemTitle The Title of the item submitted to workflow Test Item
ItemId The SharePoint ID of the item submitted to worfklow 2
ItemUniqueId The internal SharePoint ID of the item submitted to workflow 28fe05a3-6563-4d9d-906d-bc59c4bbe70e
ItemURL The relative locaiotn of the item submitted to workflow.

The URL is relative to the URL of the Site where the list is defined.
Lists/SharePointWorkflowList/2_.000
ListTitle The title of the list where the item resides SharePointWorkflowList
ListId The internal SharePoint ID of the list where the item resides 675684a7-8090-461c-8076-e18c83ed83c7
ListURL The relative URL of the list where the item resides.

The URL is relative from the root site of the site collection
/K2Learning/Lists/SharePointWorkflowList
OriginatorName The name of the user that submitted the workflow DENALLIXadministrator
OriginatorLoginName The login name of the user that submitted the item to workflow DENALLIXadministrator
OriginatorId The internal SharePoint ID if the user that submitted the item to workflow 1
OriginatorEmail Email of the person who submitted the item to workflow administrator@denallix.com
SiteTitle The title of the root site of the site collection PortalRootSite
SiteId The internal SharePoint ID for the root site of the site collection 54707d5b-9e8d-410e-aec7-84ebca121dbb
SiteURL The URL of the root site of the site collection http://portal.denallix.com
TaskListTitle The title of the task lists where user tasks will be displayed Tasks
TaskListId The internal SharePoint ID of the task list where user tasks are displayed a0dbb13c-9ba3-4d59-a086-74c52a24efcd
TaskListURL The relative URL of the task list where user tasks are displayed.

The URL is relative to the URL of the root site on the site collection
/K2Learning/Lists/Tasks
WebId The internal SharePoint ID of the site where the list resides 4217499d-9fa3-4715-9c32-f02cb9086d05
WebURL The full URL of the site where the list resides http://portal.denallix.com/K2Learning
WorkflowId The unique SharePoint ID for the SharePoint workflow 5840d436-8b67-4808-ac2c-03e9921c1871
TemplateName The name of the SharePoint workflow K2LearningTestsSharePointWorkflowIntegrationProcess
InternalState A list of valid sates for the SharePoint workflow Locked, Running, NotStarted
AuthorUserLoginName Login name of the author of the item DENALLIXadministrator
InstantiationData A collection of instantiation data when the workflow was started (depends on the item being submitted)
CustomData Custom data (not used)

WFIProcessField

The WFIProcessField XML datafield added by the wizard is a standard Content Field/Item Reference Field. The screenshot below shows the structure of this XML field, and the table following describes the fields in this structure.

The structure of the WFIProcessField

Note: The sample values are based on a list item created in a list located at http://portal.denallix.com/K2Learning/Lists/SharePointEventsList
Field Value Stored Sample Value
Type The Content Type of the item ListItems
Item (repeating node) This is a repeating XML node. Multiple Items can be listed under this repeating node.
ID The index of the current item in the Item repeating node 1
SiteURL The URL of the site where the item list is located http://portal.denallix.com/K2Learning
ListURL The relative URL of the list where the item is located.

The URL is relative to the Site where the list exists.
Lists/SharePointEventsList
FolderURL The name of the folder where the item exists.

If no folder, the Item ID is used.
TestFolder

or
2_.000
Item The ID of the item that started the process 2
URL The full URL to the item.

Can be used as a hyperlink to open the Display Page of the item.
http://portal.denallix.com/K2Learning/Lists/SharePointEventsList/DispForm.aspx?ID=2
Source (Not relevant for the SharePoint workflow integration wizard)

List Item MetaData

When you run the SharePoint Events process wizard, you may elect to save the metadata of the list item that started the workflow into a Process-level XML datafield.

Selecting whether to save the metadata of the item that started the workflow

The structure of this data field will depend on the definition of the list or library where the item is created, so we cannot provide a definitive screenshot or explanation of the structure. However, the screenshot and table below describe an example of this XML datafield for a sample list.

A sample XML Datafield representing the Metadata of a List Item

Note: each field has two sub-properties: Title and Name. Title is the display name of the property in SharePoint, and Name is the internal system name for the property in SharePoint.
Field/Field Data Type Notes Sample Value
Choice Saves the Name of the item selected in the choice drop-down Option 1
DateTime
(e.g. Created, Modified or custom date field)
Timestamp for the SharePoint server where the item was created 2012-01-26T11:54:10
Lookup The ID and Value of the selected lookup item 2;#Finance
User

(e.g. Author or custom user field)
Stores values in domainusername for AD users DENALLIXadministrator
ID The SharePoint List Item ID 2
Title Stores the title Test Item
YesNo True or False value True
Fields Added by the SharePoint Events Process Wizard
When you use the SharePoint Events Process wizard to associate a K2 workflow with a SharePoint event, K2 will create two XML datafields in the process automatically. It is valuable to know about these datafields, since you may need to use these fields when interacting with the list item at a later stage of the workflow.

SPEventsField

The SPEventsField XML datafield added by the wizard is a standard Content Field/Item Reference Field. The screenshot below shows the structure of this XML field, and the table following describes the fields in this structure.

The structure of the SPEventsField

Note: The sample values are based on a list item created in a list located at http://portal.denallix.com/K2Learning/Lists/SharePointEventsList
Field Value Stored Sample Value
Type The Content Type of the item ListItems
Item (repeating node) This is a repeating XML node. Multiple Items can be listed under this repeating node.
ID The index of the current item in the Item repeating node 1
SiteURL The URL of the site where the item list is located http://portal.denallix.com/K2Learning
ListURL The relative URL of the list where the item is located.

The URL is relative to the Site where the list exists.
Lists/SharePointEventsList
FolderURL The name of the folder where the item exists. If no folder the Item ID is used. TestFolder

or
2_.000
Item The ID of the item that started the process 2
URL The full URL to the item.

Can be used as a hyperlink to open the Display Page of the item.
http://portal.denallix.com/K2Learning/Lists/SharePointEventsList/DispForm.aspx?ID=2
Source (Not relevant for the SharePoint Events process wizard)

EventDetails

The EventDetails XML datafield added by the wizard represents details about the event that caused the workflow to start. The structure of this XML field is shown in the screenshot below, and the table following describes the fields:

The structure of the EventDetails Field

Note: The sample values are based on a list item created in a list located at http://portal.denallix.com/K2Learning/Lists/SharePointEventsList
Field Value Stored Sample Value
Scope The scope at which the event occurred (e.g. ListItem or List) ListItem
EventType The event that caused the workflow to fire ItemAdded
SiteURL The full URL to the site where the list is defined http://portal.denallix.com/K2Learning
SiteRelativeURL The relative URL of the site where the list is located, relative to the Root Site URL of the Site Collection /K2Learning
List The Name of the list where the list item was created SharePointEventsList
ListRelativeURL The relative URL of the List where the item is located.
The URL is relative to the Site where the list is defined
Lists/SharePointEventsList
ListFullURL The full URL of the List where the item is located. http://portal.denallix.com/K2Learning/Lists/SharePointEventsList
ListItem The ID if the list item that started the process 2
ListItemTitle The title of the list item that started the process Test Item
ListItemRelativeURL The relative URL of the list item that started the workflow.

The URL is relative to the Site where the list item is defined.
Lists/SharePointEventsList/2_.000
ListItemFullURL The full URL to the list item that started the workflow.

This link can be used as a hyperlink to open the List Item display form.
http://portal.denallix.com/K2Learning/Lists/SharePointEventsList/DispForm.aspx?ID=2
Folder The folder where the list item is saved.

(If no folder, the list item ID is used, as shown here)
TestFolder

or
2_.000
Fields Stores the BEFORE and AFTER metadata values of the Item in two separate fields in CDATA format (Depends on the Item’s Metadata)

Fields Added by the Item Reference Wizard

Structure of the Content Field/Item Reference Field

Field Value Stored Sample Value
Type The Content Type of the item Documents
Item (repeating node) This is a repeating XML node. Multiple Items can be listed under this repeating node.
ID The index of the current item in the Item repeating node 2
SiteURL The URL of the site where the item list is located http://portal.denallix.com/K2Learning/300.HLP
ListURL The name of the List where the Item exists Shared Documents
FolderURL The name of the folder where the item exists Demo Folder
Item The Name/Title of the Item in SharePoint My Document.docx
URL The full URL to the item http://portal.denallix.com/K2Learning/300.HLP/Shared Documents/Demo Folder/My Document.docx
Source If this item was copied from another item, the source will contain the original item’s details in the same structure. This can be used to delete or otherwise modify the original item after creating a copy of the item.

 

 

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