SharePoint set approval status

Nintex external platform is required for this feature. For details, see Enable Nintex external platform features.

Sets the approval status for list items in a SharePoint 2010, SharePoint 2013, or Office 365 SharePoint site. Use this action to set the approval status to a value such as Approved, Rejected, Pending, Draft or Scheduled.

Note: Content approval must be enabled on the destination list. Not available for SharePoint 2007 sites.

Action settings

Following are the fields and options visible in the configuration settings dialog box for this action.

Section Field Description

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 Destination site URL

The URL of the site where the item's approval status to be set are located.

 

 List name

The name of the list where the items are located.

 

 Items to update

Specify the filter criteria to identify the items for change of approval status, specify whether or not to set approval status for folders and for items in subfolders, and add filters.

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 item’s approval status based on the list item’s column values.

    • 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.

 

 Approval status

Specify the approval status for the item:

  • 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

Specify comments to be associated with the approval status change.

Credentials

Authentication mode The mode to authenticate against the destination site.

 

 Username

Specify a username with permissions to update the items in the list.

 

 Password

Specify the password for the above username.

 

Domain or SharePoint Online website domain

Specify the domain for the username if using Windows authentication mode, or specify the SharePoint Online domain URL if connecting to an Office 365 SharePoint Online site.

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Output

Store output for this action using the following selections.

  • All matched items updated: Specify a Yes/No variable to store whether or not all matched items have been updated. Returns "Yes" if all matched items were successfully updated.
  • List item ID: Specify a collection variable to store the ID of the updated items.
  • List item URL: Specify a collection variable to store the URL of the updated items.

Depending on action requirements, you may be able to add and remove output variables.

To add an output variable

  1. Select an option from the Select more drop-down list.
  2. Click Add to display a drop-down list for the selected option.
  3. Select a previously defined workflow variable from the drop-down list.

To remove an output variable

  • Click Delete ().

    Note: Some output variables cannot be deleted. For example, the output variable URL for the action Bing news search cannot be deleted.