SharePoint on-premises - Update items

Use the SharePoint on-premises - Update items action to update items in a list in a specified SharePoint on-premises site.

For more information about the SharePoint on-premises connector, go to SharePoint on-premises.

Before you begin:

Understand Variables
Learn about Handling files in your workflow

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Configure the SharePoint on-premises - Update items action
SharePoint on-premises - Update items action fields and settings
Valid values for added fields, by column type

Configure the SharePoint on-premises - Update items action

Important: Before inserting variables in the action configuration, you must manually type or select the values and populate other dependent fields in order to retrieve the output data. Once configured, you can insert variables to the required fields.

Add the action to the workflow and open the action configuration panel. For more information, see Add an action to the workflow.
Select a Connection. If you do not have a connection, see Add a connection.
Note:
Only the connections created with the List and libraries authentication method are available in the drop-down list.
For more information about authentication methods for SharePoint Online connections, see Authentication methods for SharePoint Online connections.

Type a SharePoint site URL and click Retrieve lists. If you are retrieving the lists for a SharePoint subsite, type the URL of the subsite in the configuration. Parent sites do not automatically see all lists in child sites.

Example: https://domain/sites/hr

All the lists in the specified site are displayed in the List name drop-down list to select from.

Select the list that contains the items to update in List name. The Add field button is enabled to enter values for the columns/fields of the item. If there are mandatory columns in the list they are displayed to enter a value.
Specify values for the mandatory fields/columns that are displayed.
Select the required Update type.
Add conditions to specify the items to update.

SharePoint on-premises - Update items action fields and settings

Section

Field

Description

Variable types

(unlabeled)

Connection

SharePoint on-premises connection to use to connect to the list that has the items you want to update.

To refresh the available connections, click Refresh .

(n/a)

Items to update

SharePoint site URL

The URL of the SharePoint on-premises site that has the list or document library you want to use.

To retrieve the lists for the SharePoint site URL, type the SharePoint site URL and click Retrieve lists.

If you are retrieving the lists for a SharePoint subsite, type the URL of the subsite in the configuration. Parent sites do not automatically see all lists in child sites.

Example: https://domain.com/sites/hr

Text, Decimal, Integer, Boolean, DateTime, Collection

List name

The list that contains the items you want to update.

The lists and document libraries within the site specified in SharePoint site URL are displayed in the drop-down list.

When List name is selected the Add fields button is displayed to add fields and values for the items you are updating.

Text, Decimal, Integer, Boolean, DateTime, Collection

Add fields

(Displayed only when a List name is selected.)

Displays selections to select and add columns (fields) that you want to update. Add the fields and specify the values for the added fields.

The selected columns of the items you want to update will be updated with these values.

The values you enter must meet SharePoint on-premises formatting requirements for the related column type. See, Valid values for added fields, by column type.

Add fields selections

varies

Update type

Select the Update type to specify what items to update:

Root level but ignore folders: Update items only in the root level of the list.
Root level and include folders: Update items at root level and items in folders.
All levels but ignore folders: Update items in all levels but ignore sub folders.
All levels and folders: Update items in all levels and all folders.

(n/a)

Conditions

Add conditions/Edit conditions

Add conditions to select the items to update. Only the items returned from the query are updated.

Note: For conditions involving columns with multiple values, you need to create conditions for each available value and select And or Or options accordingly.

Displays the condition builder to define new conditions or edit existing conditions.

Add conditions - Displayed when there are no existing conditions specified for the action.

Edit conditions - Displayed when there are existing conditions set for the action. You can edit the conditions.

The Condition builder supports nested conditions, enabling you to create conditions within another condition.

(n/a)

Condition builder

When

Displays the items from the Column field of the selected list.

Note:

The following columns are not supported in the Condition builder:

Calculated
Hyperlink
Managed Metadata
Multiple lines of text

Text, Decimal, Integer, Boolean, DateTime, Collection

Operator

How the item from the When drop-down and Value are compared. Select from the drop-down.

The operators available in the drop-down depend on the data type of the item selected from the When drop-down.

(n/a)

Value

The value you are expecting in the column (field) specified for When.

The data type of Value must match the data type of the item selected in the When drop-down.

(varies)

Add

Adds a new condition. When adding a new condition you have to select the level of the condition.

Select Nested condition to nest the new condition within the condition above it.

(n/a)

And/Or

The connecting operator to use for the conditions. If you select:

And: The workflow starts when the item that is added matches all the conditions.

Or: The workflow starts when the item that is added matches any one of the conditions.

(n/a)

Displays the following options menu for a condition. The following options are available:

Promote: Promotes the condition to a higher level. Promote option is shown if the condition is nested within another condition and allows you to move it to a higher level.
Demote: Demotes the condition to a lower level. If you demote a condition it is moved to a lower level making it nested within the condition immediately above it.
Delete: Deletes the selected condition.

(n/a)

Output

Result

Store the result of the action in an object with the following variables:

All items updated: Boolean variable to store the result of the action. Returns Yes if all of the specified items are updated successfully. Returns No, even if one update fails.
Updated item ID(s): Collection variable to store the item ID(s) of the updated items.
Updated item URL(s): Collection variable to store the URLs of the updated items.

Object

Valid values for added fields, by column type

Column type (SharePoint)*	Value entry guidance (Nintex Workflow)
Choice	<choice 1> Example: Blue Supported variable types: Text Note: Multiple-selection columns cannot be updated using the action Update an item. That is, Choice type SharePoint columns configured with the "Checkboxes (allow multiple selections)" option for "Display choices using" setting, cannot be updated. Single value only. New columns are configured with the "Display choices using" option of "Drop-down Menu."
Currency	<decimal value> Example: 25.50 Supported variable types: Decimal
Date and Time	<date or date/time> Example: 20170602 Supported variable types: DateTime For updates to date-only columns, removes time.
Hyperlink or Picture	<URL>,<description> Example: https://www.nintex.com,Nintex Supported variable types: Text
Lookup	<ID of list item in selected list> Example: 1 Supported variable types: String
Managed Metadata	<unique identifier of the term in the term store> Example: 883f304208f84f78bbe6d48d7e34c494 Supported variable types: Text
Multiple lines of text	<text and/or HTML> Example: <b>ACME</b> invoice OR ACME invoice (HTML is supported when "Enhanced rich text" is enabled for the SharePoint column.) Supported variable types: Text
Number	<integer> Example: 1 Supported variable types: Integer
Person or Group	<person or group ID>; <person or group ID> Supports email address and display name values. Example: David Smith; David.Smith@abc.com Supported variable types: Integer, Text
Single line of text	<text> Example: ACME Invoice Supported variable types: Text
Task Outcome	<choice 1> Example: Approved Supported variable types: Text Single value only. Typically used to update task lists.
Yes/No	<true/false> Example: True Supported variable types: Boolean
For more information about column types, see List and library column types (Microsoft article).