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Delete Previous Versions On Document Library In SharePoint Online And Office 365 Using Nintex Workflows

Welcome to an article on how to use the action "Office 365 delete previous versions"  on Document Library in SharePoint Online and Office 365 using Nintex Workflows. This article will display the action “Office 365 delete previous versions.” Here, we will see how to configure this action and use it for our work.

Using this action, you can delete the previous versions of the items in a document library.

Let’s see the implementation of this functionality.

  • I have created a document library, “Dev Document”. In Dev Document, click on the Library tab on the top ribbon and click Nintex Workflows.

    Document

  • You will see the following screen to create a new Workflow.
  • Click “Create new workflow”.

    new
  • You will come to the design phase of the Nintex Workflows.

    design

  • Add the “Office 365 delete previous versions” action by right clicking on the Workflow or by dragging and dropping from the left toolbox.
    Office 365 delete previous versions
  • Now, let’s configure it.
  • When you double click on the action, the following screen opens up:

    screen
    screen
    screen

Configuration

  1. Destination site URL: Provide the site URL.
  2. List Name: Specify the name of the library.
  3. Previous Versions to Delete: You can choose if you want to delete all the previous versions or you delete based on your conditions.

    choose

  4. SharePoint Online URL: Provide the site URL.
  5. Username: Provide the site user name.
  6. Password: Specify the password.
  7. All matched previous versions deleted: Here, you can add a variable to store the value ‘Yes’, if all the matched previous versions are deleted.
  8. List item ID: Here, you can add a variable to store the list item Id.
  9. List item URL: Here, you can add a variable to store the list item URL.
  • Now, we have configured our Workflow. Let’s go and publish it to use it.
  • Click Publish on the left corner of the ribbon of Nintex Designer.
    Publish
  • You will see the screen below.

    screen
  • Give your Workflow a name
  • Description
  • Choose your task list where it should store the tasks; it will be Workflow Tasks by default.
  • Choose your history list where it should store the history logs; it will be Workflow history, by default.

  • Start Options,

    • You can either start your Workflow manually,
    • Or you can start your Workflow automatically, when an item is created. I will select this option to create automatically when an item is created.
    • Or you can start your Workflow automatically when an item is modified.

  • Click Publish
  • Your Workflow will get published.

Once you configure, the Workflow will automate the process of deleting the previous versions of the items from the document library as per your condition.

Hence, in this article, we saw how to delete the previous versions on the library, using the action Office 365 delete previous version in SharePoint Online and Office 365, using Nintex Workflows. We will see more new articles on the actions of Nintex Workflows.


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