Office 365 set approval status

Note: This is an external action and may execute on servers running outside your data center Centralized locations used to house servers used by Nintex for remote storage, processing, or distribution of data. Nintex has a number of regional data centers available for Nintex for Office 365. For information about Nintex data centers and where your data center is located, contact your Nintex account or territory manager. region. Before implementing, consider performance and regional concerns where digital boundaries are an issue. For more information, see In-tenant and external actions.

Sets the approval status for items in a list or document library on SharePoint Online. Use this action to set the approval status to a value such as Approved, Rejected, Pending, Draft, or Scheduled.

Note: Content approval needs to be enabled on the destination list or document library.

Action settings

Do one of the following to open the Action configuration window:

  • Double-click the action.
  • Click on the action and then click Configure.

See Action configuration window for more information.

Field Description
Destination site URL

URL of the site containing the items for approval status updates.

List name

Name of the list or document library containing the items for approval status updates.

Items to update

Criteria to identify items for approval status updates. Includes filters and subfolder options.

Select one of the following items for the query.

  • Query builder: Build a query to filter for items to update. View the CAML at any time by switching to the CAML Editor mode.

  • CAML editor: Create a more advanced query using XML encoding.

Select or clear the following check boxes.

  • Search folders: When selected, sets the approval status for items within subfolders.
  • Update folders: When selected, sets the approval status for items and folders.

Select one of the following for Filters.

  • Update all list items: Updates all items in the list or document library.
  • Update items only when the following is true:
    • Update the items when column / When column: Specify a column, select an operator, and specify a value.
    • Add filter rule: Add a filter.
    • Delete (): Delete a filter. Displayed for second and subsequent filters.
    • And / Or: Specify how to group sequential filters.
SharePoint Online URL

URL of the SharePoint Online website domain. Example: http://targetdomain.sharepoint.com.
Connection
  • Permissions required: Update items in the specified list or document library.
  • Connection type required: SharePoint Online: List & library. For more information about Connection types, see Connection types and Connector actions.
Username / Password

(Displayed for legacy actions not yet updated.) Unmanaged credentials.

  • Permissions required: Update items in the specified list or document library.

Note: As a best practice, manage credentials by updating actions to use connections.

Approval status

Approval status to apply to the items: 

  • Approved: This item will become visible to all users.
  • Rejected: This item will be returned to its creator and will only be visible to its creator and all users who can see draft items.
  • Pending: This item will remain visible to its creator and all users who can see draft items.
  • Draft: This item will be returned to its creator and only be visible to its creator and all users who can see draft items.
  • Scheduled: This item will remain visible to its creator and all users who can see draft items.

Note: Once Approved or Rejected, any further status changes limit the view of the item to the approver.
Comments

Comments to be associated with the approval status updates.
All matched items updated

Boolean variable to store operation result. Returns "Yes" if all matched items were successfully updated.
List item ID

Collection or dictionary variable to store IDs of the updated items.
List item URL

Collection or dictionary variable to store URLs of the updated items.
For more information about how to use Lookups in configuration fields, see Lookups in action configuration fields.