SharePoint set document set approval status

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

Sets the approval status for a document set in a SharePoint 2010, SharePoint 2013, or Office 365 SharePoint site. Use this action to update the approval status to either Approved, Rejected or Pending.

Note: Content approval and document set features 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

(unlabeled)

 Destination site URL

The URL of the site.

 

 List name

The name of the document library containing the document set.

 

 Document set 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 document sets to be updated. 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.

  • Include subfolders: When selected, sets the approval status for document sets within subfolders.

Select one of the following for Filters.

  • Update all document sets: Updates all document sets.
  • Update document sets only when the following is true: Update document set’s approval status based on the list item’s column values.

    • Update the document set 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 that needs to be set for the document set. Select one of the following items.

  • Approved: The document set and its contents will become visible to all users.
  • Pending: The document set and its contents will remain visible to its creator and all users who can see draft items.
  • Rejected: The document set and its contents will be returned to its creator and will only be 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.

 

 Comment

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 document sets’ approval statuses in the document library.

 

 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.

(unlabeled)

Output

Store output for this action using the following selections.

  • List document set ID: Specify a collection variable to store the ID of the matched document sets.
  • List document set URL: Specify a collection variable to store the URL of the matched document sets.
  • List document set status: Specify a collection variable to store the status of the matched document sets.
  • Total document sets matched: Specify an integer variable to store the total number of matched document sets.
  • Total document sets updated: Specify an integer variable to store the total number of document sets that have been updated.

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.