Hyperlink to Edit item in SharePoint using Nintex for Office 365

Business case:

Users want direct link to Edit Item from their notification email body without having to go to the form ribbon and then clicking on Edit Item as seen below.

EditItemURL1.png

Solution:

Say you have ‘Send an Email’ action in the Nintex workflow with the text below.

U‍RL of the current item: {Workflow Context:Current item URL}‍

This would email selected user with the URL of the current item from Workflow Context. Clicking on that will then redirect users to

Actual URL of the Nintex form in DISPLAY mode:

https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp/NFLaunch.aspxSPAppWebUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp&SPHostUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite&remoteAppUrl=https://formso365.nintex.com&ctype=0x0100B52DC7B8A6EC4040BAB784010BB614F9&wtg
=/sites/Forms/Swetha/TestSite/Lists/EmployeePromotions/Item/&mode=2&List=6aa1b4ba-ca60-4434-93d6-f4146d026075&ID=6&Web=f8661cf5-7a18-430f-9f92-262850e0087d

 

URL of the Nintex form in EDIT mode:

https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp/NFLaunch.aspxSPAppWebUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp&SPHostUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite&remoteAppUrl=https://formso365.nintex.com&ctype=0x0100B52DC7B8A6EC4040BAB784010BB614F9&wtg=/sites/Forms/Swetha/TestSite/Lists/EmployeePromotions/Item/&mode=1&List=6aa1b4ba-ca60-4434-93d6-f4146d026075&ID=6&Web=f8661cf5-7a18-430f-9f92-262850e0087d

 

Splitting the URL string for EDIT item as seen below:

Line 1: https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp/NFLaunch.aspx?PAppWebUrl
Line 2: =https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp&SPHostUrl
Line 3: =https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite&remoteAppUrl
Line 4: =https://formso365.nintex.com&ctype=0x0100B52DC7B8A6EC4040BAB784010BB614F9&wtg
Line 5: =/sites/Forms/Swetha/TestSite/Lists/EmployeePromotions/Item/&mode=1&List=6aa1b4ba-ca60-4434-93d6-f4146d026075&ID=6
Line 6: &Web=f8661cf5-7a18-430f-9f92-262850e0087d

We can see that mode=1 opens the item in Edit Mode for that particular item ID which we can get dynamically from Current item ID.

To get dynamic link for Edit item in Nintex workflow for office:

Use Nintex Build String Action output to a single variable called varEditURLTxt

1) Open the item in EDIT mode and copy the URL of the item.

2) Get everything in the EDIT URL until ‘&ID=’

2) Insert reference to current item ID

3) Add the remaining portion of the EDIT URL(Line 6 above)

Now this string variable contains the dynamic URL which can inturn be included as hyperlink in email body of ‘Send an Email’ action. When the users click on the hyperlink generated, they will be redirected to ‘Edit item’ form instead of display.

Final URL:

https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp/NFLaunch.aspx?SPAppWebUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite/FormsApp&SPHostUrl=https://yourtenant.sharepoint.com/sites/Forms/Swetha/TestSite&remoteAppUrl=https://formso365.nintex.com&ctype=0x0100B52DC7B8A6EC4040BAB784010BB614F9&wtg=/sites/Forms/Swetha/TestSite/Lists/EmployeePromotions/Item/&mode=1&List=6aa1b4ba-ca60-4434-93d6-f4146d026075&ID=‍{Current Item:ID}‍&Web=f8661cf5-7a18-430f-9f92-262850e0087d

EditItemURL2.png

 

While this post talks about the SharePoint master list item and its link to edit form, you can do this same exact set of steps for allowing your users to open the Workflow Task items in Edit mode as well with a quick hyperlink.

Once again with dynamic ‘Build string’ action. Provided you have a ‘Assign a task’ action where you have managed to capture TaskID, and want to provide a quick edit link to the ‘next’ approver, to do the above

1) Get the ID of the task item (taskID – GUID variable value and ‘Advanced Lookup’ to ‘Workflow Task’ List to get the ID)

2) ‘Do Calculation’ to get  the task’s ID ‘plus’ 1

3) Build the string doing the same steps as above from the Edit workflow task Item link.

This logic for task item edit hyperlink will ONLY work if it is the second task in the sequential/ serial workflow…that was my requirement, if I have any others in future, will post another blog! In the meantime, feel free to share your workarounds!

Good luck!!!

Empowering every student to achieve more with Office 365 and SharePoint

Whats happening? Great things as always. Immaterial of what form they take and come our way.

This past year or so I have had the privilege of interacting closely with a few very well respected and recognized Microsoft SharePoint MVP/SMEs/ Office 365 leaders, reaching out to seek their advice and guidance to learn from their experiences. Every single one of them I connected with have been a big support, guiding and generously sharing their valuable time and resources without expecting anything in return from me.

Giving selflessly is a very gracious act. HUGE shout out to Mack Sigman, Rima Reyes,Tim Ferro, Scott Shearer and several other countless experts whose contributions I continue to follow and learn from. This helps me give our Office 365 end-users the best possible solution and user experience that is easy to maintain, sustainable, safe and enables them to manage and modify content independently.  This way they can get the solution that fits ‘their‘ needs while being device agnostic and save time.

I really appreciate all the support we have been getting from everyone. Our department has worked tirelessly to make this possible for our users.

 Check out the post  Microsoft For Education-Success story blog share – “Using SharePoint Sub-sites for Student Productivity” by Cynthia Miller
All our hard work pays off  when we save money, go green and use our saved greenbacks to give back where it is better deserved-to serve our future generation.

We will continue to work hard doing our very best to enable cloud collaboration for those that are interested in using Office 365 Apps and SharePoint for BYOT plan and classroom/team needs. “Check out our Superintendent’s plan in the below link welcoming student devices.” Amazing thing isn’t it! 🙂

Makes me very happy to know what we do makes a big difference in the lives of our children.

Recently, awesome Ms. Rima Reyes shared a personal experience as President of Women in SharePoint DC which I found to be very inspiring as well and wanted to share with you all:

It is about a person from another country who was living here and was on food stamps. Hearing about Women In SharePoint DC out-reach user group effort which allows women interested in learning SharePoint to attend many Microsoft industry leader’s speaker sessions for free, attended the sessions. #WSPDC also gives away free O’Rielly IT books for attendees, this person who got IT books from session, starts reading it, learns, gets certified, finds employment as help-desk staff and gets off of food stamp.

This is the power of IT learning. It could be Office 365/SharePoint or anything technology related, its a skill that we all need to get comfortable with, using our software and devices for success in our current work place environments and get ready for a brightly connected future. 🙂

Connecting with people, encouraging them to learn essential skill sets, supporting them as well is where my passion lies. Educators are doing great things for our children, more and more of our kids are becoming very savvy with technology and mobile devices. Office 365 and SharePoint collaboration helps with allowing kids to use their devices to interact with their school staff as their school deems fit and appropriate.

I feel so fortunate to know Office 365 & SharePoint well enough to support & make a difference in our school system  here at LCPS. We rock and so does Microsoft for Education.

To let or not to let that is the question – apps and permissions in Office 365 SharePoint Online

Quick tip for SharePoint Online site owners who are trying to decide what level of access should they(or should they?) give to site users.

While it’s true that with the right level of access any Office 365 user can create an app with click of a button in SharePoint,  it’s very crucial to control what gets created/added to site for ensuring a secure environment and manageable/scalable collaboration content- especially in the long run(few years/months/weeks and worst case scenario-days!)

Before deciding whether or not to allow a site user to create/edit/modify contents in your SharePoint site, as an owner with Full-Control, one should ask oneself these questions,

  • Is it safe?
  • Is it scalable?
  • Is it manageable?
  • Does it save time(theirs and/or yours)?

If the answer was ‘No’ or ‘Not Sure’ for any of the above questions, I don’t think its a good idea to allow that level of access for your site users.  Site user could be a student or staff or any user who has  a business need to visit your site on a regular basis for their tasks and site collaboration requirements.

Here is a quick snapshot of Office 365 SharePoint Online levels of permissions

Office 365, SharePoint Online Site Permissions

You can see that to add apps in SharePoint Online site, a user needs a minimum of ‘Contribute‘ level access. To create sub-site(based on any custom or out-of-the-box template) a user needs to have ‘Full-Control‘.

With great power does come great responsibility.  So, should you decide to share your power and make your site users powerful too, make sure they are responsible as well, for if they aren’t, we would need loads of time/resources to fix what could get broken even if(almost always) accidentally!

What could be broken? Well, depending on each environment it varies of-course. But, immaterial of any environment what could be broken is content  ‘Permission Inheritance‘. What is that? Oh boy! I don’t think we should really give anyone access to anything in your site, until that is clear!

I recently had the privilege of attending a session at the recent SharePoint Saturday DC in Reston(#spsdc) that reaffirmed many of my learning from observations, trial & errors and subsequent fixes that I had to implement this past year and half since I began my Office 365 and SharePoint Online admin & implementation in our organization.

Session was by @BobbyChang and here is his slide-share deck for your essential reading pleasure! 🙂

Creating content for collaboration in SharePoint is pretty easy, but if we don’t have a plan and work our plan, things could get out of hand very quickly, just as it does in any aspect of our lives. Prevention is always better than cure. 😉

All that warnings said and aside, we all know how much time our cloud collaboration saves us and how easy it has made our lives. So, have fun collaborating in the cloud(classroom/staff) with Office365 and SharePoint Online!

Collaborate on the cloud with Office 365
Collaborate on the cloud with Office 365

#bestpractices, #office365-4, #permission-2, #sharepoint-3, #spsdc, #office-365, #sharepoint-online

Access Services Application and Office 365 SharePoint Online

The SharePoint Concierge – Scott Shearer

Giving us an awesome demo on how to use Access Services with SharePoint Online. Using templates, macros that auto-magically transforms to stored procedures that then updates the table. Cool stuff eh!

Not to be confused with Access.  Access services offers us quite a lot of custom forms and gather data with several data type and easy cascading options as well.

Cant wait to try our Access Applications and Reporting, Good to know that BI is available for us as well. I thought we did not have in our enterprise licensing till now. Hmmm…. 🙂

Want to play with

  •   Microsoft Access 2013 Inside Out
    • by Jeff Conrad & Microsoft Access
    • lots of information on Access services in the book

Who would use this and what for?

If you want to keep track of stuff(whatever stuff you need to keep track of)  then Access Services could be your answer. Not much for enterprise applications deployment but if you are venturing into maintaining in your environment/site level/small group with data that is not sensitive.

FEDSPUG October 3 Access Services with SharePoint Online
FEDSPUG October 3
Access Services with SharePoint Online

IMG_3318 IMG_3319 IMG_3320 IMG_3316

LoudounSPUG ‘Access Office 365 and SharePoint Online’ 10/6/2015

What? ‘Office 365 SharePoint Online Access Services’ talk by Scott Shearer

When? Tuesday, October 6, 20156:30 PM to 8:30 PM

Where? TrainACE, 45195 Research Place, Ashburn, VA

Why? Cause we are cool and we rock Office 365 & SharePoint apps. 

How? via  FEDSPUG-LoudounSPUG  ShareGate gives us Pizza and drinks too! 

What if you don’t understand? Well, you will at our next session or the next/ the next.

Feel free to share the info to peeps you think will like to attend!  ‘Cause ya know sharing is caring! 🙂

SwethaSan