Scenario
How to upgrade a Nintex for Office 365 workflow to Nintex Workflow Cloud that uses the action, Office 365 Set Approval Status.
After Upgrade
- Your start event Connection property will need to be updated with an existing connection to SharePoint in your Nintex Workflow Cloud environment.
- The Office 365 Set Approval Status action will become SharePoint Online - Set approval status in Nintex Workflow Cloud.
- The new action will need to be completely reconfigured including pointing it to your SharePoint site, specific list or library, and specific items.
Differences
- The action, SharePoint Online - Set approval status, in Nintex Workflow Cloud, works by allowing you to set the status and comments of one or more items or files using conditions.
- Conditions can be configured using the condition builder.
- The Item limit property allows you to set the maximum number of files the workflow action will update at once when it executes. Note, 5000 items is the system maximum.
- The options, Search folders and Update folders, become Include folders and Include items in subfolders.
- Result variables for List item IDs, List item URL's, and the All matched items updated boolean will now be stored in an object variable that can be accessed later in the workflow.
- CAML queries are no longer supported.
Configuration
- Reset the Connection property in your start event to point to an existing SharePoint connection. By doing this first, other SharePoint related actions may automatically use this connection later in the workflow when you reconfigure them.
- Under the Source list section, copy and paste a link to the SharePoint site where your list or library lives inside the SharePoint site URL property. Then click the Retrieve list button to populate the List name lookup property. Notice upon first selecting this action on the design canvas, the connection property automatically sets itself to the same connection from the Start Event.
- Under the Conditions section, select Add conditions to open the Conditions builder. In this example, we use the LeaseNumber variable passed into the workflow that points to all documents that have that value in the Lease Number column in the SharePoint library. This tells the action to update status and comments information for the SharePoint documents using that Lease Number value in the library.
- Configure the options Include folders, Include items in subfolders, Item limit, Approval Status, Comments, and the output result variable based on your needs. Note, you can insert variables in place of specific text in these properties for more dynamic information.
- You can access the contents of the result variable later on in other actions of the workflow. In this example, we can use the action, Log to instance details, to show the values for the boolean status variable or list the IDs and URLs to the updated items.
