In this Nintex Workflow tutorial, I will explain how to use app step workflow action in Nintex Workflow for Office 365 SharePoint Online. This will be very much helpful if you want to do some elevated privileges tasks inside your workflow in SharePoint Online.
SharePoint designer has the same App Steps workflow action to elevated privileges in SharePoint. Check App Step in SharePoint 2013 Designer Workflow.
App step in Nintex workflow
In this example, we will use two Nintex workflow action: App Step and Delete Item. Let us say I have a user who has Contribute No Delete permission in the SharePoint Online site. For this, I have created a custom permission level by copying the Contribute permission and then assign it to one user.
After that, I am going to create a Nintex workflow which will have one workflow action Delete Item.
Now to create a workflow for the SharePoint list using Nintex Workflow, Open the SharePoint online list, from the ribbon click on the Nintex workflow. This will open the workflow gallery. In the workflow, gallery clicks on Create new Nintex workflow button to create a new workflow. Then I have added a Delete Item workflow action into it.
Double click on the Delete Item workflow action to configure the workflow action. Here I have chosen to Delete the current item.
Now publish the workflow and once the workflow successfully published, go back to the list and run the workflow manually for one item. Just to let you know that I have set the workflow to run manually option.
Ideally, when you run the workflow it should delete the item. But if you will see the workflow, you will see something error like below. The error says: Access denied: You do not have permission to perform this action or access this resource.
The workflow is not able to delete the item because the user does not have permission to delete the item.
Now here comes our App Step, this will be helpful to elevated privileges. Go back to the list and from the ribbon click on Nintex workflow to open the workflow gallery. Click on the particular workflow to edit the workflow.
Now add an App Step to the workflow. Inside the app, step adds the Delete Item workflow action. So the workflow should look like below:
Here one thing you should remember that, In order to make App Step work correctly, make sure “Workflow can use app permissions” feature is Activated in the SharePoint Online site.
To make sure it is activated or not, go back to the Site Settings, then click on Manage site features which are under Site Actions section. There search for “Workflow can use app permissions” feature and if it is not activated activate it. If you will not activate it will give the error in the App Step in a workflow.
Now Publish the workflow and try to run the workflow for the item in SharePoint list. This time it will delete the item, even if the user does not have permission to delete an item in the SharePoint Online list.
You may like following Nintex workflow for Office 365 tutorial:
- Start a task process workflow action Nintex workflow for office 365 SharePoint Online
- Query List Nintex workflow action for Office 365 SharePoint Online
- Nintex Yammer create group workflow action for Office 365 SharePoint online
- Assign A Task Action in Nintex Workflow for Office 365 SharePoint online
- Create SharePoint Site Collection and Site using Nintex Workflow for Office 365
- Nintex Workflow for office 365: Create a user in Office 365 and Add User to SharePoint Group
- Document Approval Workflow in Nintex Workflow for Office 365 SharePoint Online
- Nintex workflow examples: Copy Document, Translate Document and Web Request Workflow actions in Nintex for Office 365
I hope this article will be helpful to you to use the app step in Nintex Workflow for Office 365 in SharePoint Online.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com