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Update Item Permissions On Sharepoint Online And Office 365 Using Nintex Workflows

Welcome to an article on how to use Action Office 365 update item permissions in SharePoint Online and Office 365, using Nintex Workflows. This article will display the action “Office 365 update item permissions”. Here, we will see how to configure this action and use it for our work.

Using this action, you will be able to update the permissions of the items, based on your query.

Let’s see the implementation of this functionality.

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

    Dev Document

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

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

    design

  • dd the action, “Office 365 update item permissions” action by right clicking on the Workflow or by dragging and dropping from the left toolbox.

    toolbox

  • Now, let’s configure it.
  • When you double click on the action, the following screen opens up:

    screen
    screen
    screen
    screen

Configuration

  1. Destination Site URL: Provide the destination URL, where you want to update the item permissions.
  2. List Name: Provide the list name.
  3. Items to update: Create your queries through Query builder and CAML editor to build a query of the content, where you want to update the permissions. You can include query to loop through the folders and can apply filter on the results.
  4. Inherit permissions from parent: - Choose, if you want to inherit the permissions from the parent.
  5. Remove existing permissions: - Choose, if you want to completely remove the existing permissions.
  6. Target: - Choose, what should be the target, users or group.
  7. User or group name: - Provide the name of the user or groups, for which, you want to update the permissions on the items.
  8. Permissions: - Choose one among the permission levels, you want to assign access to the users on those items, which you query.

    Permissions

  9. SharePoint Online URL: Provide the SharePoint Online URL here.
  10. Username: - Provide the user name.
  11. Password: - Specify the password.
  12. All matched items updated: - Here, you can add a variable to store the value ‘Yes’ stating, when all the matched items have been updated.
  13. List Item ID: Here, you can add a variable to store the List item Id.
  14. 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, given 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 be published.

Once you configure, the Workflow will update the permissions on the queried items, when the Workflow executes.

Thus, in this article, we saw, how to update the permissions of the items, using Office 365 update item permissions in SharePoint Online and Office 365, using Nintex Workflows. We will see more new articles on the actions of Nintex Workflows. Till then, keep learning!


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