Set Approval Status On SharePoint Online And Office 365 Using Nintex Workflows

Welcome to an article on how to use action "Office 365 set approval status" on SharePoint Online and Office 365, using Nintex Workflows. This article will display the action “Office 365 set approval status”. Here, we will see how to configure this action and use it for our work.

Using this action, you can set the approval status to Approved, Rejected, Pending, Draft,  and Scheduled.

Let’s see the implementation of this functionality.

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


  • You will see the following screen, for creating a new workflow.
  • Click below “Create new workflow”.

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


  • Add the action, “Office 365 set approval status” by right clicking on the workflow, or by dragging and dropping it from the left toolbox.
    Office 365 set approval status
  • Now, let’s configure it.
  • When you double click on the action, the following screen opens up.



  1. Destination Site URL: Provide the destination URL where you want to set the approval status.
  2. List Name: Provide the list name.
  3. Items to update: Create your queries using either Query builder or CAML editor, to build a query of content that you want to update the status of. You can include query to loop through the folders and can apply filter on the search results.
  4. SharePoint Online URL: Provide the SharePoint Online URL here.
  5. Username: Provide the user name.
  6. Password: Specify the password.
  7. Approval Status: Choose what should be the approval status, when the workflow executes.


  8. Comments: Provide a comment for your update, on the status.
  9. All matched items updated: Here, you can add a variable to store the value ‘Yes’, if the items have been successfully updated with the status.
  10. List Item ID: Here, you can add a variable to store the list the item ID.
  11. List Item URL: Here, you can add a variable to store the List Item URL.
  • Now, we have configured our workflow. Let's publish it and use it.
  • Click on Publish, on the left corner of the ribbon of Nintex Designer.
  • You will see the following screen: 
  • Give your workflow a name
  • Give the 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 automatically, when an item is created. I will select the second option.
    • Also, you can start your workflow automatically, when an item is modified.

  • Click on Publish.
  • Your workflow will get published.

Once you are done configuring, the workflow will set the approval status when the workflow executes.

So, in this article, we saw how to set approval status using the "Office 365 set approval status" in SharePoint Online and Office 365, using Nintex Workflows. We will see more new articles on the actions of Nintex Workflows, in the upcoming parts of the article. Until then, keep learning!

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