Action configuration window

You can select or create a connection Credentials and other settings required to pass data between the workflow and the indicated service, which could be a cloud service, business application, or content store. in the action configuration window:

• To select an existing connection, click the Connection field and select the one you want from the drop-down.
• To create a connection

  • In the Connection field drop-down, select Create new personal connection. Do the following in the Configure a connection window that appears:

    Note: If you see a "Need admin approval" message, then ask your administrator to either create the connection for you or to enable app consent for non-admin users.

    1. Enter the information in the fields.
    2. Click Connect.
       • If any additional prompts are displayed to select your account and accept the app complete them as necessary.

    The window closes and the Connections page is displayed. The new connection is added to the connections list on the page.

    Connections created during action configuration are accessible only by you, across the tenant.

You can create user-defined variables from the action configuration window when you are configuring a workflow action or from the toolbar of the workflow designer.

Create a variable during action configuration

1. In the Action configuration window, click in a field that accepts variables.
2. Do one of the following depending on the method available;
   • On the drop-down list that appears, Click Create New Variable.
   • On the Insert Reference pane that appears, expand the Workflow Variables section and click Create New Variable.
3. Do the following in the Workflow Variables pane to create the variable:
   1. For Name, type the variable name you want to use.
   2. Select a Type.
   • If you want to display the variable on the start form, select the Show on start form check box.
   3. Click Create.

Lookup options are available in the Action configuration window of workflow actions for some configuration fields. Lookups allow you to reference variables, values or a property of an item and set values for run time.

A lookups for a configuration field within a workflow action is indicated by one of the following:

• Insert Reference pane: Displayed when you click inside a text box of a field that accepts references.
Insert Reference pane field descriptions

Section	Description
Item Properties	Metadata columns for the item the workflow is associated with. Available only for list workflows.
Workflow Context	Context variables that represent data related to the current workflow instance, such as current item or site URL and workflow name. Current item URL: The URL of the item the workflow is associated item. Available only for list workflow actions. Current site URL: The URL of the site the workflow is associated site. Initiator login name: The login name of the person who started the workflow instance. Initiator display name: The display name of the person who started the workflow instance. Initiator email address: The email address of the person who started the workflow instance. Instance ID: The unique identifier of the workflow instance. List ID: The unique identifier of the list the workflow is associated with. Available only for list workflow actions. List Name: The name of the list the workflow is associated with. Available only for list workflow actions. Manager login name: The login name of the manager of the initiator (the person who started the workflow instance). Manager display name: The display name of the manager of the initiator (the person who started the workflow instance). Manager email address: The email address of the manager of the initiator (the person who started the workflow instance). Publish user: The person who published the workflow. Workflow name: The name of the executing workflow.
Workflow Variables	Workflow variables configured for the workflow.

• Lookup

  The lookup symbol to the right of the field as shown in the image below. Displays a drop-down list. For available options, see Drop-down list available options.

  

• A drop-down list for a field. For available options, see Drop-down list available options.
• Advanced Lookup option displayed below the field. For available options, see Drop-down list available options.

Drop-down list available options

Depending on the field and context of use the drop-down list may contain all or some of the following options:

• Value: Type the value or select a value in the corresponding field.
• Workflow Variables: Select a user defined workflow variable.
• Workflow Context: Select a context variable specific to the workflow.
• List Lookup: Reference a property of an item in the current site.
  • List Lookup fields

    Filed	Description
    Source	The list source, either the current item or select another list or library in the current site.
    Field	The property of the selected source to lookup. Click , to change the return type. Fore more information, see Change the return type.
    When	(Not available when Current Item is selected as Source in list workflows.) Property to evaluate for locating an item in the source list or library.
    Equals	(Not available when Current Item is selected as Source in list workflows.) Specify a value to find the item in the source list or library.

You can change the return type of some values from the configuration settings dialog box. For example, you can set the return type for a Workflow Context lookup value.

In the action configuration settings window:

1. Click that appears next to a field that provides this option.

The Select return type dialog box is displayed.

2. Select the return type from the drop-down list and then click OK.