Archive: Nintex for Office 365 Knowledge Articles

TopicHow to get the number of days and hours from the dateDiffMinutes function? InstructionsThe result needs to be multiplied by 24 i.e=([Start Time]-[End Time])*24 Additional InformationWhen using the DateDiff.... functions the output will always be a positive integer.The reason for this is as follows.The number of days between today and tomorrow is equal to 1.The number of days between today and yesterday is also equal to 1.  it is not negative 1.

TopicGlobal Admin is unable to add non-Global Admins as Nintex Administrators in Office 365 due to not consenting on behalf of the organization. InstructionsThe issue occurs when "Consent on behalf of your Organization" is not checked when registering a Global Admin as a Nintex Administrator. Customer will need to delete and register the Global Admin account again in order to check "Consent on behalf of your Organization"1. Register a Temp Global Admin as NIntex Administrator2. Temp Global admin deletes Global Admin that cannot add users in Nintex Administrator 3. Register Global Admin again making sure that "Consent on behalf of your Organization"  is checked. 4. Have Global Admin delete temp Global Admin and add users.  Related Linkshttps://www.nintex.com/blog/announcing-new-admin-and-governance-features-for-nintex-for-office-365/ 

TOPICHow to schedule a Site Workflow within Nintex for Office 365.INSTRUCTIONSFrom Site Contents, access the Nintex Workflow for Office 365 app. Click on the ellipses (...) next to the desired workflow, and then click on Schedule. Click on Add Schedule and select the desired workflow run time. Configure when the workflow schedule should run, which time zone the scheduled workflow should be started in, how often it should reoccur. Optionally, add up to 4 more (for a total of 5) schedules to the workflow by clicking on Add schedule, which will add another schedule box. When finished configuring schedules, click Save.ADDITIONAL INFORMATIONNote: The Nintex Workflow app will need to be granted elevated (app permissions) privileges in the desired site you would like to use this functionality on. Refer to the following instructions for enabling app permissions:Go to Site Settings. In the Site Actions section, select Manage site features. Locate the feature called Workflows can use app permiss

TopicHow to reduce the width of two SharePoint date columns in Nintex Forms for Office 365 when one date control title is longer than fourteen characters. InstructionsCreate SharePoint list and two date controls. Create Nintex Forms for this list. On the designer, delete the two date controls. From the forms control panel, drag and drop two new date controls into the form. For each date control set the 'Connected to' to the relevant SharePoint column. Reduce both controls to the lowest width possible. 

TOPICHow to start a list workflow based on a site workflow when an item is created or modified in Nintex Workflow for Office 365.INSTRUCTIONSCreate a Nintex list workflow from SharePoint list. Use 'Start Workflow' action to start the next workflow. Create a Nintex site workflow. Within the workflow use 'Start Workflow' action to initiate the Nintex List Workflow.ADDITIONAL INFORMATIONRELATED LINKS

Topic How to manage the Workflow History in Nintex for SharePoint Online, similar to SharePoint for On-Prem environments? InstructionsFor O365 this is a setting that cannot be adjusted. For SharePoint (2010, 2013 and 2016) It is a farm setting in the timer services and it isn't accessible in SharePoint Online.As a best practice, it is optimal to use Lists to store important workflow history for long term auditing and not rely on the workflow history lists for many reasons.Available Options: SharePoint Auditing: SharePoint has a builtin auditing capability. The good news is, the data collected survives migrations, upgrades and is permanent. On the other hand, the reports are not very end user friendly and turning on auditing in SharePoint (on-prem) can decrease performance by up to 15%. So be careful when going for this option. more information on SharePoint auditing can be found here. List Data: You can leverage additional fields in SharePoint lists to store audit information as part o

TOPICHow to automatically start a site workflow when an item is created or modified in Nintex Workflow for Office 365.INSTRUCTIONSCreate a Nintex List Workflow on a SharePoint List or Document Library. Use a 'Start Workflow' action to start the Site Workflow. From the workflow settings choose Start Options to 'Start when items are created' and or 'Start when items are modified'.   

TopicNintex forms have the default Nintex logo image at the top of the form but this is just an image control and the image can be changed. Instructions1. Add your image to the site assets folder2. Click on the ellipsis which will pop up the link to the image and copy the URL.3. Open the form in the Nintex Forms designer4. Configure the Image control and paste your URL into the "Image URL" section.5. Publish the form 

TopicHow to change the tooltip on a task 'Outcome' column that reads "This site column is for use by Nintex Workflow for Office 365 and it should not be altered."Instructions Navigate to the relevant Task List Edit the List Settings Select the relevant Nintex Task content type.Example: Nintex Task Outcomes fa87af6f-25ed-416b-977d-c780c68147e9Select the Nintex Task Outcomes [GUID] column Select 'Edit Column' Modify the 'Description' to your preferenceNote: Do not modify any other setting on this page as it may cause functional issues with your workflow tasksClick 'Ok'Additional InformationIf Content Types are not presented in the List Settings, navigate to Advanced Settings and set 'Allow management of content types?' to 'Yes'. The Nintex Task Outcomes [GUID] content types each relate to one task action in a workflow (i.e. Assign a Task). The content type that is related to your workflow action can be identified by: Start your workflow and allow it to create a new task Open the newly cr

TopicHow to set a Task Reminder, in Nintex Workflow for Office 365? InstructionsOpen the Task action configuration (Assign Task or Start Task Process). Navigate to the 'Reminder email options' section. Tick the check-box 'Send reminder email'. Configure the rest of the fields under 'Reminder email options' as required. Related LinksHelp file Assign TaskHelp file Start a task process 

TopicHow to enable User Profile Service in O365  Instructions1. Visit the site2. Access the list or library3. Click on Nintex Workflow on the ribbon4. In the Workflow Gallery, click on the Cog icon top right5. Thiis will load the Administartion Settings page for User Profile6. Click 'Grant Access To Workflow'7. A new window will load displaying 'Do you trust Workflow?'8. Click 'Trust It', this will now enable this feature. 

TOPICHow to update the list column with data type Person or Group (allow multiple value) with an empty value using Nintex Workflow for Office 365. INSTRUCTIONSOpen a Nintex Worklfow for Office 365 designer.  Create a variable with Collection type. Drag and drop "Set Workflow Variable" action. onfigured the action to set Collection variable (created in step 1) with value as below Equals : List Lookup Source : Current Item Field : <Column List of Person or Group>. Note: Choose the list column of Person or Group (allow multiple value) that need to be updated.  Drag and drop "Clear Collection" action. Configured the action to clear the Collection variable (created in step 1). Drag and drop "Update List Item" action to update the desired Person or Group (allow multiple value) column list by set the value with the collection variable (created in step 1).  Publish the workflow. ADDITIONAL INFORMATIONRELATED LINKS

TOPICHow to reduce undesired white space and overlapping that occurs when using choice control to switch and display panels in a form.INSTRUCTIONSCreate SharePoint list and enable Nintex Forms.. Drag and drop a choice control (Choice) into the form, give it a name and add the choices (Option1 and Option2). For the first choice, drag and drop a panel and place in the required controls. Give the first panel a name (Panel1). For the second choice, drag and drop another panel and place in the required controls. Give the second panel a name (Panel2). Apply a formatting rule for Panel1  not(Choice!="Option1") and check the Hide box. Apply a formatting rule for Panel2  not(Choice!="Option2") and check the Hide box. Apply a formatting rule for Panel1 & 2 isNullOrEmpty(Choice) and check the Hide box.ADDITIONAL INFORMATIONRELATED LINKS

TopicHow to dynamically update a Managed Metadata field in SharePoint Online using a Nintex workflow. InstructionsNote: Create all variables for use later.Open the workflow designer. Add a Regular Expression action to extract the label of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operations: Replace Pattern: |(.*) Replacement String: Output: MMDLabel Add a Regular Expression action to extract the GUID of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operation: Replace Pattern: ^(.*[\|]) Replacement String: Output: MMDGuid Add a Build Dictionary action to the workflow. Configure the action as follows: Key: Accept Type: Text Value: application/json;odata=verbose Output: requestHeaders ? Add a Call HTTP Web Service action to the workflow. Configure the action as follows: Address: {Workflow Context:Current site URL}/_api/contextinfo Request Type: HTTP Post

TopicHow do I configure my environment to display Nintex Task forms in desktop mode when using a web browser on a mobile device? InstructionsOption 1 After clicking the Task link from an email client on the mobile device to open task form, change the browser settings to PC view mode by enabling Desktop site.Option 2 Deactivate the "Mobile Browser View" feature in the Site Settings will force the desktop form to be displayed. 

TopicThe parameter Scope = 'RecursiveAll' cannot be used in a CAML query to seach through all folders when using the O365 Query List action. InstructionsTick the include subfolders check box in the action configuration to achieve this functionality. 

Topic Defining allowed file types in the Attachment or File Upload control in Nintex Forms for Office 365. Instructions Classic and Responsive Forms:1. Open the configuration for the Attachment control.2. Under 'Validation', locate the 'Allowed file formats'.3. Add the desired file types in the (place each on a separate line).Example:xlsmpdfdocx4. Save the configuration. New Responsive Forms:1. Open the configuration for the File Upload control.2. Under 'Accepted file types', check the box for 'Custom'.3. Add the desired file types in the 'Define custom file types' field.Example:xlsm, pdf, docx4. Configuration automatically saves. Related Links https://help.nintex.com/en-US/office365/Forms/ResponsiveClassicForms/FormControls/ListAttachmentControl.htm https://help.nintex.com/en-US/office365/Designer/FormControls/FileUpload.htm

TopicIn the unfortunate event where a Nintex Form has somehow become corrupted, you can use this guide to either delete the form from the list manually or recover the form saved at the content type level. Please Note: A deleted form cannot be restored. InstructionsFinding your saved form in the NintexFormXML folder:Unfortunately, the names of the files stored in the NintexFormXML are not particularly user friendly. In the event you need to find an orphaned form in the NintexFormXML hidden repository, how do you determine which form is the form you published? To start, each file in the NintexFormXML hidden library is created using the following format: ContentTypeGUID_listGUIDYou can find the content type GUID and the list GUID which may be difficult for some or you can simply review the below methods to find the form file that is being stored in the repository for the list in question.Method #1 Use the Content type URLNavigate to the content type the form is published to in the list us

TOPICWith the introduction of Responsive forms to Nintex Forms for O365 the Rules functionality was also updated.Responsive forms does not allow custom javascript or CSS.  Our customers were using Javascript predominantly to auto-populate controls on a form.With the Rules update there is now a Set Value option as well as the usual Disable,Hide,Validate options.   This option can be used to auto-populate a Single Lines of Text control ONLY.INSTRUCTIONSExample1. Create a list in O3652. Open the Nintex Forms Designer3. Add a choice control onto the canvas. And configure it with the Options Boy,Girl and name it Gender4. Select the default "Title" Single Lines Of Text control and click Add Rule from the ribbon.5. In the Rules paneRule Name = Boy When = equals(Gender,"Boy") Then = Set Value Value = "Shorts"Add another rule and configure it as below.Rule Name = Girl When = equals(Gender,"Girl") Then = Set Value Value = "Dress"6. Publish the form. When you select a choice either Boy or Girl th

TopicAdding the current item's URL, within a Document Library using Nintex Workflow for Office 365. InstructionsFrom the right side of the action configuration in Nintex Workflow Designer, go to the Item Properties section then double click the Encoded Absolute URL.  

QUESTIONIs it possible to revert to a previous design version of a Nintex workflow or form on the Office 365 platform?ANSWERThis is not a feature of Nintex Workflow or Nintex Forms for Office 365, due to the architecture of SharePoint Online. Currently, the only way to revert to a previous version of either a workflow or form design, is to import a locally archived version of the workflow/form. Join the conversation on Version Control in the Nintex Product Feedback Site.ADDITIONAL INFORMATIONRELATED LINKS

TopicUsing Nintex Forms for Office 365 the attachment field can be made compulsory. InstructionsOpen the Nintex Form in the Nintex Form designer.Click on the attachments control, then click on control settings to open the settings page.Using the "minimum attachments" section : set the value to larger than zero. that will force the user to add attachment(s). Related Linkshttps://community.nintex.com/thread/14851-make-attachments-required-on-conditioni 

TopicHow to move workflows between development, test and production environments in Office 365. InstructionsExport the workflow from the test or development site using Nintex Workflow Designer "Export". Import the workflow to the production site using Nintex Workflow Designer "Import". 

TopicHow to find where Nintex workflows are being used in Office 365. InstructionsWorkflows can be identified using the Nintex Process Intelligence tool (Hawkeye), which will review your tenant and identify where workflows are published.Nintex Process Intelligence can be accessed via https://www.hawkeyecloud.com/ 

TopicDue to there being no versioning for Nintex Workflows for O365 as there is with Nintex for SharePoint on-premise Workflows can not be restored to a previous version.Versioning is available for Nintex Forms for O365. InstructionsWhen you want to save a version of a Workflow either save or publish the workflow.From the Workflow designer export the workflow and save it to a location and name the file appropriatelyWhen you need to revert to the older version of the Workflow open the Nintex Workflow designer and import the Workflow.Versioning for Nintex forms for O365 is automatically switched on.To restore a Form navigate to https://<TenantName>/Site/NintexFormsFind the form that needs to be restored to a previous version and right click on it or click on the ellipse.  Navigate to Version History.  A dialog will appear with the previous versions.  Select the appropriate version and this will now be the published form.