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SharePoint - Managing User Defined Actions

Topic

How do you manage User Defined Actions in SharePoint?

Instructions

UDA can be defined globally for the farm in SharePoint Central Administration, for a specific site collection or for individual sites.

Note: UDAs must be initially created at a Site level. They can then be used at the:

  • Site Collection Level by Promoting the UDA, OR;
  • Web Farm level by Exporting and Importing the UDA.

To manage UDAs for a Site:

  • Navigate to the Site home page.
  • Activate the Site Actions menu, hover over Nintex Workflow, click on Manage User Defined Actions.

To manage UDAs for the Site Collection:

  • Navigate to the Top level site home page.
  • In the Site Actions menu, hover over Nintex Workflow, click on Manage User Defined Actions.
  • Click on Switch to site collection level settings.

To manage User Defined Actions for the Web Farm: 

  • Navigate to SharePoint Central Administration.
  • Click on Nintex Workflow Management or Nintex Administration then Manage user defined actions.

Things to note when using UDAs:

  • For UDAs that have been modified but are currently in use in a workflow, the new settings of the UDA will only be in place once the workflow using the UDA is republished.
  • A UDA containing a disallowed action will still run, but can only be imported if the user importing has rights to use all the workflow actions in the UDA.
  • A UDA has a unique GUID ID. When importing a UDA, if the UDA has the same name but a different unique GUID ID, the UDA can be imported, however if the UDA has been renamed and an existing UDA with the same GUID ID exists, the user will be presented with options to overwrite or create a new UDA.

Modify a User Defined Action 

UDAs for a Site and Site Collection level can be modified.
UDAs at the Farm level will need to be exported and imported into a Development environment at the site level to be modified.

To modify a UDA:

  • Navigate to the Manage User Defined Actions page.
  • In the Manage User Defined Actions page, select the UDA from the list, click the Modify button 

Modify a Farm level User Defined Action 

UDAs at the Farm level will need to be exported and imported into a Development (or just a different environment) environment at the site level to be modified. This is because each UDA in each environment has a unique GUID. This GUID is maintained in the Development environment when the UDA is imported. After the modifications are made, you can export the modified UDA and import at the Farm level in Central Administration. This will overwrite the current UDA as the GUID is the same.

If this process is not done correctly, you will create multiple UDAs with the same name, but different GUIDs.

Delete a User Defined Action

UDAs can be removed from a site, site collection or web farm level.

To delete a UDA:

  • Navigate to the Manage User Defined Actions page.
  • In the Manage User Defined Actions page, select the UDA from the list, click the Delete button. 

Import and Export User Defined Actions

UDAs can be exported and imported.

To import a UDA:

  • In the Manage User Defined Actions page, click the Import button.
  • The Import a User Defined Action dialog will appear.
  • Click the Browse button and locate the '.uda' file to import.
  • Click the Import button. The settings page will appear - click Publish.
  • The User Defined Action dialog, with all its settings, should now be listed in the User defined actions list.

To export a UDA:

  • In the Manage User Defined Actions page, select a UDA from the list and click the Export button.
  • The export file will be created and will trigger the file download process in the web browser.
  • Click the Save button and follow the standard procedure for downloading and saving files from the web browser. Consult the web browser documentation for more information on downlading and saving files.

Promote User Defined Actions

This will move the UDA to be managed from the parent scope.  To promote a UDA:

  • In the Manage User Defined Actions page, select the UDA from the list and click the Promote button.
  • In the Confirmation dialog, click the OK button. 
***Note: Once a site level UDA has been promoted to the site collection level it cannot be undone. 

Analyze User Defined Actions

This function displays all workflows that currently use the UDA. It provides information such as the Workflow name and Workflow Version that uses the UDA and the version of the UDA it's using.


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Revision #:
10 of 14
Last update:
‎05-22-2019 12:13 PM
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