Set up document converter for SharePoint workflows

Due to limitations in SharePoint Online’s App Model, it is not possible to deploy workflow actions as part of an ‘App’. Therefore, if you wish to use the Muhimbi Document Converter for SharePoint Online from a SharePoint Designer workflow, you will need to deploy the workflow actions separately, or use one of the other services that we support such as Microsoft Power Automate (Flow), Logic Apps and Power Apps (see these tutorials).

The workflow actions are distributed as a separate installer . All workflow actions are ‘declarative’ (no code) so there is no need to worry about negative security or stability implications.

Please read the ‘Upgrading steps’, in the second half of this article, when upgrading from a previous version. When deploying on Modern Team sites, make sure that Custom Scripts are enabled and remember, the Site Settings can be accessed from the Gear icon / Site Information / View all site settings.

Installation steps are as follows:

1. Install the Document Converter App from the SharePoint App store as described here.

2. Carry out a single conversion via the user interface. This activates the trial. Without this step your workflows will not work.

3. Download the Workflow Actions from the Muhimbi Website.

4. Navigate to the root of the SharePoint Site Collection you wish to execute workflows on, open the settings menu (gear icon at the top) and select Site Settings. (For Modern sites select Gear icon / Site Information / View all site settings)

5. In the Web Designer Galleries section select Solutions.

6. In the Solutions Ribbon Bar click Upload Solution, browse for the file downloaded as part of step #3 and click OK.

7. In the Add a solution window that is displayed automatically, click the Activate button.

8. Return to the Site Settings page (See step #4).

9. In the Site Actions section select Manage site features.

10. Search for the Feature named Muhimbi Document Converter for SharePoint Online - Workflow Actions and activate it .

11. Repeat steps 8-10 for every (sub) site you wish to enable the Workflow Actions on.

A video describing these individual steps is available here. For details about how to use the newly installed Workflow Actions to build a workflow, see this article.

It is not possible to deploy workflow actions via the SharePoint Online App Catalog, however it is possible to deploy them programmatically.

Instructions showing how to deploy the (non-workflow) SharePoint Online App can be found here.

Upgrading steps are as follows

1. Download the latest Workflow Actions from the Muhimbi Website.

2. Navigate to the root of the SharePoint Site Collection you wish to execute workflows on, open the settings menu (gear icon at the top) and select Site Settings. (For Modern sites select Gear icon / Site Information / View all site settings)

3. In the Web Designer Galleries section select Solutions.

4. Select the existing “Muhimbi.DocumentConverter.O365.WFActions” solution and deactivate it.

5. Once deactivated (refresh the screen a few times as it may take some time to complete), in the Solutions Ribbon Bar click Upload Solution, browse for the file downloaded as part of step #1 and click OK.

6. In the Add a solution window that is displayed automatically, click the Activate button.

7. Return to the Site Settings page (See step #2).

8. In the Site Actions section select Manage site features.

9. Search for the Feature named Muhimbi Document Converter for SharePoint Online - Workflow Actions and activate it.

10. Repeat steps 7-9 for every (sub) site you wish to upgrade the Workflow Actions on.

11. Although we make sure that new workflow actions are always backwards compatible, in order to activate new functionality (e.g. the asynchronous behaviour introduced in the 9.9 workflow actions) you will need to republish workflows in order to take advantage.

Please keep in mind that SharePoint Online’s Workflow Manager integration can be a bit temperamental. As this is not under our control, we recommend carrying out a test upgrade in a development or test environment before upgrading production workflows.

If you have any questions then please contact us.