Check Folder Added In Document Library Using SharePoint Designer Workflow

Jul 30, 2025 by ADMIN 74 views

SharePoint Designer List Workflow How to Check if a Folder is Added in Document Library

Hey guys! Ever found yourself in a situation where you're building a SharePoint Designer workflow and you need to figure out if a folder has been added to your document library? It's a common scenario, and I'm here to walk you through it. In this comprehensive guide, we'll dive deep into how to tackle this challenge in SharePoint Foundation 2013 using SharePoint Designer. Whether you're a seasoned SharePoint pro or just starting out, you'll find valuable insights and practical steps to enhance your workflow game. Let's get started!

Understanding the Need: Why Check for Folder Additions?

Before we jump into the how-to, let's quickly chat about the why. Why would you even need to check if a folder has been added to a document library? Well, there are tons of reasons! Imagine you're automating a document management process. You might want to trigger specific actions only when a new folder is created – maybe it's sending out notifications, setting permissions, or kicking off a metadata tagging process. Checking for folder additions gives your workflow the smarts to react dynamically to changes in your document library. This capability is super useful for maintaining organization, compliance, and overall efficiency within your SharePoint environment. Understanding this need is the first step in crafting a robust and effective workflow.

Setting the Stage: SharePoint Designer and Document Libraries

Okay, let's set the stage. We're using SharePoint Designer 2013 and SharePoint Foundation 2013. We're dealing with a document library, which, as you know, is the heart of document storage and management in SharePoint. Now, we want to create a workflow that can detect when a new folder pops up in this library. To make this happen, we'll be diving into the world of SharePoint Designer workflows – a powerful tool for automating tasks without writing code. It's all about creating a set of rules and actions that SharePoint follows automatically. So, grab your SharePoint Designer, and let's get ready to build something awesome!

Step-by-Step Guide: Crafting the Workflow

Alright, let's get our hands dirty and build this workflow step-by-step. This is where the magic happens, so pay close attention, and you'll be a workflow wizard in no time! We'll break it down into manageable chunks to make it super easy to follow.

Step 1: Open SharePoint Designer and Connect to Your Site

First things first, fire up SharePoint Designer 2013. Once it's open, you'll want to connect to the SharePoint site where your document library lives. Click on "Open Site" and enter the URL of your SharePoint site. Authenticate if prompted, and you're in! This is our canvas where we'll be crafting our workflow masterpiece.

Step 2: Create a New List Workflow

Now that we're connected, let's create a new workflow. In the left navigation pane, you'll see "Workflows." Click on it, and you'll land on the workflows page. Here, click on "List Workflow." A dialog box will appear, asking you to name your workflow and choose the list it should be associated with. Give your workflow a descriptive name (like "Folder Added Workflow"), select your document library from the dropdown, and choose "SharePoint 2013 Workflow" as the platform type. Hit "OK," and boom – you're in the workflow designer!

Step 3: Configure Workflow Start Options

Before we dive into the workflow logic, let's configure when our workflow should run. We want it to trigger when a new item (in this case, a folder) is added to the document library. In the workflow settings, look for the "Start Options" section. You'll see checkboxes for "Start workflow automatically when an item is created" and "Start workflow automatically when an item is changed." Make sure the "Start workflow automatically when an item is created" checkbox is ticked. This ensures that our workflow will kick off whenever a new folder is added.

Step 4: The Core Logic: Checking for Folders

This is the heart of our workflow – the part where we actually check if a folder has been added. Here's the trick: SharePoint treats folders as a specific content type. So, we can use a condition in our workflow to check the content type of the newly added item.

Inside the workflow designer, you'll see a stage. Click inside the stage to add an action. From the ribbon, select "Action" and then navigate to "Condition." Choose the "If any value equals value" condition. This is our main tool for checking the content type.

In the condition, you'll need to configure the following:

First Value: Click on "value" and then the "fx" button. This opens the lookup dialog. In the "Data source" dropdown, select "Current Item." In the "Field from source" dropdown, choose "Content Type." This tells SharePoint to look at the content type of the item that triggered the workflow.
Operator: Leave this as "equals."
Second Value: Enter the content type name for folders. This is usually "Folder." Make sure you type it exactly as it appears in your SharePoint site. You can double-check this by going to your document library settings, clicking on "Content Types," and looking for the name of the folder content type.

So, our condition now reads something like: "If Current Item:Content Type equals Folder."

Step 5: Actions to Take When a Folder is Added

Now that we can identify when a folder is added, let's define what actions our workflow should take. Inside the "If" branch of our condition (the part that executes if the condition is true), you can add any actions you need. This could be:

Sending an email notification: Use the "Send an Email" action to notify someone that a new folder has been created.
Setting permissions: Use the "Add or Replace List Item Permissions" action to set specific permissions on the folder.
Updating metadata: Use the "Update List Item" action to add metadata to the folder.
Logging information: Use the "Log to History List" action to record that a folder was added (useful for troubleshooting and auditing).

Get creative! The possibilities are endless. Add the actions that make sense for your specific needs. For example, let's add a simple action to log a message to the workflow history list. This is a good practice for debugging and monitoring your workflow.

Click inside the "If" branch.
From the ribbon, select "Action" and then "Log to History List."
Click on "this message" in the action.
Enter a message like "A new folder was added." You can even include the folder name by using a lookup (e.g., "A new folder named [%Current Item:Name%] was added.").

Step 6: Actions to Take When It's Not a Folder

What if the item added isn't a folder? We might want to handle that case as well. Inside the "Else" branch of our condition (the part that executes if the condition is false), you can add actions to handle non-folder items. This might involve logging a different message, sending a different notification, or simply doing nothing. In our example, let's just log a message that the item wasn't a folder.

Click inside the "Else" branch.
From the ribbon, select "Action" and then "Log to History List."
Click on "this message" in the action.
Enter a message like "A new item (not a folder) was added."

Step 7: Publish Your Workflow

We're almost there! Once you've configured your condition and actions, it's time to publish your workflow. Click on the "Publish" button in the ribbon. SharePoint Designer will check for errors and, if all goes well, publish your workflow to the document library. Congratulations – you've just created a workflow that can detect when folders are added!

Testing Your Workflow: Putting It to the Test

Okay, we've built our workflow, but how do we know it's actually working? Time for some testing! Go to your document library in SharePoint and create a new folder. If everything is set up correctly, your workflow should kick off automatically. To verify that it ran successfully, you can check the workflow history list (if you added a logging action) or look at the workflow status for the newly created folder. If you encounter any issues, don't panic! Double-check your workflow configuration, make sure your conditions are set up correctly, and try again. Testing is a crucial part of the workflow development process.

Advanced Tips and Tricks: Taking It to the Next Level

Now that you've got the basics down, let's explore some advanced tips and tricks to make your workflow even more powerful. These are the little extras that can really elevate your workflow game.

Using Variables for Flexibility

Variables are like containers that store values in your workflow. They're super handy for making your workflows more flexible and reusable. For example, instead of hardcoding the folder content type name ("Folder") in your condition, you could store it in a variable. This makes it easier to change the content type name later if needed. To create a variable, use the "Set Workflow Variable" action. You can then use the variable in your condition instead of the hardcoded value.

Handling Different Content Types

Our current workflow checks for the default "Folder" content type. But what if you have custom content types for folders? No problem! You can modify your condition to check for multiple content types. Use the "If any value equals value" condition multiple times, or use the "If any value contains value" condition to check if the content type includes a specific string (e.g., "Folder"). This gives you the flexibility to handle different folder types in your workflow.

Dealing with Permissions

Workflows often need to interact with permissions. You might want to set specific permissions on a newly created folder, or you might want to check if the user who added the folder has certain permissions. SharePoint Designer provides actions like "Add or Replace List Item Permissions" and "Check List Item Permissions" to help you manage permissions within your workflows. These actions are essential for building secure and compliant document management solutions.

Error Handling and Logging

No workflow is perfect, and errors can happen. It's crucial to build error handling into your workflows to gracefully handle unexpected situations. Use the "Log to History List" action to log errors and warnings. This helps you troubleshoot issues and identify areas for improvement. You can also use the "Stop Workflow and Log Message" action to stop the workflow and log an error message if a critical error occurs. Robust error handling ensures that your workflows are reliable and maintainable.

Common Pitfalls and How to Avoid Them

Building workflows can be tricky, and there are some common pitfalls that developers often encounter. Let's talk about some of these pitfalls and how to avoid them. Being aware of these potential issues can save you a lot of headaches down the road.

Incorrect Content Type Names

One of the most common mistakes is using the wrong content type name in your condition. Remember, the content type name must match exactly what's in your SharePoint site. Double-check the name in your document library settings to avoid this issue. A simple typo can cause your workflow to fail.

Workflow Loops

Be careful when updating list items within your workflow. If your workflow updates a list item in a way that triggers the workflow again, you can create an infinite loop. This can cause performance issues and even crash your SharePoint site. To avoid loops, use conditions to prevent the workflow from running unnecessarily, or use a separate field to track whether the workflow has already processed an item.

Overly Complex Workflows

It's tempting to build a super-complex workflow that does everything, but this can make your workflow hard to maintain and troubleshoot. Break your workflow into smaller, more manageable pieces. Use sub-workflows to encapsulate complex logic. This makes your workflows easier to understand and modify.

Not Testing Thoroughly

We can't stress this enough: test, test, test! Test your workflow with different scenarios and edge cases. Make sure it works as expected in all situations. Thorough testing is the key to building reliable workflows.

Real-World Examples: Putting It All Together

Okay, let's make this super practical. How can you actually use this "folder added" workflow in the real world? Let's look at a few scenarios to spark your imagination. These examples will show you how to apply what you've learned to solve real business problems.

Example 1: Automated Document Review Process

Imagine you have a document library where project teams store their documents. When a new folder is created for a project, you want to automatically assign a reviewer to that folder. Your workflow could:

Detect when a new folder is added.
Look up the project manager for the project (maybe from a list or database).
Assign the project manager as a reviewer for the folder using the "Add or Replace List Item Permissions" action.
Send an email notification to the project manager, letting them know they've been assigned as a reviewer.

This automates the document review process and ensures that new project folders are reviewed promptly.

Example 2: Metadata Tagging for Compliance

Compliance is a big deal for many organizations. Let's say you need to ensure that all documents in your document library are tagged with specific metadata. Your workflow could:

Detect when a new folder is added.
Prompt the user to enter metadata for the folder (using an initiation form or a task).
Update the folder's metadata properties using the "Update List Item" action.

This ensures that all folders have the required metadata, making it easier to search, filter, and manage documents for compliance purposes.

Example 3: Automated Folder Provisioning

In some scenarios, you might want to automatically create a set of subfolders inside a new folder. For example, when a new project folder is created, you might want to automatically create subfolders for "Documents," "Meetings," and "Budget." Your workflow could:

Detect when a new folder is added.
Use the "Create List Item" action to create the subfolders inside the new folder.

This streamlines folder provisioning and ensures that all project folders have a consistent structure.

Conclusion: Your Workflow Journey Continues

So, there you have it! You've learned how to create a SharePoint Designer workflow that checks if a folder is added to a document library. You've explored the step-by-step process, advanced tips and tricks, common pitfalls, and real-world examples. But remember, this is just the beginning of your workflow journey. The more you experiment and practice, the more proficient you'll become. Workflows are a powerful tool for automating tasks and streamlining processes in SharePoint. So, keep exploring, keep building, and keep making SharePoint work for you!

If you have any questions or want to share your own workflow experiences, feel free to leave a comment below. We're all in this together, and learning from each other is what makes the SharePoint community so awesome! Happy workflowing, guys!