SharePoint - Search Items

What it does

Find direct child files and folders whose names contain the requested text, using bounded child listing rather than broad SharePoint search.

Matching is case-insensitive and checks names only among direct children. It does not search document contents and does not recurse into subfolders.

When to use it

Find an item by part of its name inside one known folder.
Keep name matching compatible with the product's Sites.Selected access model.

Find an item by part of its name inside one known folder.

Requirements

A connected Microsoft 365 connection for this HighLevel Location.
The Drive ID of the approved SharePoint document library.
Text to match against direct child names; optional scan and result limits.

Inputs

Action inputs
Input	Type	Required	Description	Example value
`Document Library (Drive ID)`	string	Yes	Microsoft Graph Drive ID for the SharePoint document library. The Drive ID identifies the library itself and can be reused across workflow actions.	`b!exampleDriveId123`
`Name Contains`	string	Yes	Case-insensitive text to match against direct child item names only.	`invoice`
`Parent Folder Path`	string	No	Folder path inside the selected document library, for example Customers/Acme Ltd. Do not include the document library name. Leave empty to use the document library root.	`Customers/Example Client`
`Maximum Items to Scan`	numerical	No	Maximum number of direct child items to inspect, from 1 through 1000.	`500`
`Maximum Results`	numerical	No	Maximum number of matching items to return, from 1 through 500.	`100`

Example values

Document Library (Drive ID): b!exampleDriveId123
Name Contains: invoice
Parent Folder Path: Customers/Example Client
Maximum Items to Scan: 500

Example workflow

Example action workflow

HighLevel workflow trigger
The business event that starts the workflow.
SharePoint - Search Items
Run the SharePoint operation with the approved Drive ID and action-specific inputs.
Use the confirmed result
Map only the documented outputs required by the next workflow step.

A common pattern is: workflow trigger → Search Items → inspect Items and Item Count → pass a selected Item ID to another action.

Outputs

Action outputs
Output	Type	Description	Example value	Use in later steps
`Success`	boolean	Confirms that the action completed successfully.	`true`	Use as a completion checkpoint before relying on other outputs.
`Item Count`	numerical	Number of matching or listed items returned.	`1`	Use for no-result, single-result, or multi-result logic.
`Items`	array	Array of normalized file/folder results.	`[{"id":"example-item-id","name":"Example Proposal.docx","web_url":"https://example.invalid/Example%20Proposal.docx","item_type":"file","size":32768,"mime_type":"application/vnd.openxmlformats-officedocument.wordprocessingml.document","last_modified":"2026-09-22T20:00:00Z"}]`	Use IDs and metadata from the returned collection in later workflow logic.
`Has More`	boolean	Whether Microsoft reported more results beyond the bounded result set.	`false`	Use to detect that the configured bound did not cover every available result.
`Next Link`	string	Microsoft next-page link when additional results exist.	`Example value`	Keep for diagnostics or advanced continuation logic; do not expose private URLs unnecessarily.
`Scanned Count`	numerical	Number of direct child items inspected while matching names.	`12`	Use to understand how much of the folder was inspected.

How to use outputs in later HighLevel steps

Success: Use as a completion checkpoint before relying on other outputs.
Item Count: Use for no-result, single-result, or multi-result logic.
Items: Use IDs and metadata from the returned collection in later workflow logic.
Has More: Use to detect that the configured bound did not cover every available result.
Next Link: Keep for diagnostics or advanced continuation logic; do not expose private URLs unnecessarily.
Scanned Count: Use to understand how much of the folder was inspected.

Use Scanned Count to understand how many direct children were inspected. Has More and Next Link indicate a bounded result set.

Permissions required

Microsoft Graph application permission Sites.Selected on the customer-owned Entra app.
The SharePoint site containing the document library must grant the app at least read access for this operation.
The action does not require tenant-wide SharePoint access merely for discovery or name matching.

Common errors

Authentication unavailable / 401: This HighLevel Location does not have a usable Microsoft connection. Verify the Location connection before changing SharePoint permissions.
403: The Entra app lacks access to the selected SharePoint site or the granted role is too narrow for the operation. Verify Sites.Selected consent and the site's read grant.
404: The Drive ID, folder path, or Item ID does not resolve in the connected tenant and approved site. Recheck the administrator's Drive ID map and the exact path or Item ID.
429: Microsoft Graph throttled the request. Retry later and avoid high-volume loops without bounds.

Product/action version

Product version: Pre-launch technical release · 2026-10-04
Action version: 1.3
Implementation reference: Integration commit 8440a0f · src/modules/workflows/actions/sharepoint-search-items.json · code/sharepoint_search_items.1.3.js

Last updated

2026-10-07