Archive: Nintex for Office 365 Knowledge Articles

TopicHow to update the Registered Contact within the Subscription Overview section of the Nintex Apps for Office 365.  InstructionsContact Nintex at either support@nintex.com or sales@nintex.com and request to update the Registered Contact within the Subscription Overview panel.

TopicHow to locate the Exchange Web Service URL to configure the Create Appointment action for Exchange Online. InstructionsGo to https://testconnectivity.microsoft.com/ Navigate to Office 365 > Microsoft Office Outlook Connectivity Tests > Outlook Autodiscover. Select Next. Input your system information into the verification tool. Select verify. Select perform test.If test succeeds, the Exchange Web Service URL will be ‘….com/ews/exchange.asmx’. For example: https://office.outlook.com/ews/exchange.asmx Related LinksCreate appointment 

Topic When creating a Connection to be used in workflow actions in Office 365, the Connection will only appear if it is available to the appropriate user and location where the workflow is being designed. Instructions Create a Shared Connection as described in the help documentation:https://help.nintex.com/en-US/Office365/QuickStart/Workflow/3-CreateConnection.htmOnce a Connection is created, locate the Connection on the Connections page Select the ellipsis (...) Select 'Edit' Review the following options to ensure that the connection is available to the desired users and locations: Users with access All Users Selected Users Available in Tenant This site collection Site only   

TopicHow to get a Task comment and more in Nintex Workflow for Office 365? InstructionsRefer to this tutorial How to get Task Comments and more in Nintex Workflow for 365 

QUESTIONHow can you determine where all of the published Nintex workflows are within an Office 365 SharePoint Online tenant?ANSWERUse Nintex Analytics to see the Dashboard for Nintex platform capabilities and navigate to deep-dive workflow data. With Nintex Analytics you can have reports for below:Workflow billing Instance usage Platform split Workflow countADDITIONAL INFORMATIONRELATED LINKS https://help.nintex.com/en-US/analytics/Analytics/Analytics.htm https://help.nintex.com/en-US/analytics/Analytics/Workflows.htm#Workflows https://community.nintex.com/t5/Best-Practices/Nintex-Analytics-FAQ/ta-p/118524   

TopicHow to get the File type extension from the file that attached to the item when using Nintex Workflow for Office 365?  InstructionsUse a 'File Type' under Insert Reference > Item Properties section.  

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/ 

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

TopicI have a repeating section control on my form to collect multiples of similar information but how do I use the output of this control? InstructionsTo use the output of the Repeating Section control it must be connected to a Multi Lines of text column in SharePoint and the column must be configured as Plain Text.The output will be in XML format.The Query XML workflow action can then be used to extract the required nodes from the XML. Additional InformationControls within the repeating section cannot be connected to their own SharePoint column.  This is expected behavior.If a Repeating Section control is unbound (not connected to a SharePoint column) it will be stored in the hidden NFFormData column (O365) or the hidden Form Data column (on-premise).  This hidden column is also in XML format.This means that when you store a Repeating Section Control which is XML into the hidden Form Data column which is also XML the Repeating Section output will be encoded so as to not make the XML

QuestionDoes a 30 day trial for Nintex Forms and Workflow include the whole Office 365 Tenant or 30 days for each site collection? AnswerThe trial features and license keys can be used across an entire tenant. Related LinksNintex Free Trialshttps://www.nintex.com/trial 

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'.   

TopicWhen trying to build a dictionary with URL's or multiple choice values, the dictionary will encode those values with extra special characters ("""). when stored. For example: Action configuration:  The output will be:{"URL":"https://tenantname.sharepoint.com/Lists/name/DispForm.aspx?ID=id"}InstructionsUse a "Get an Item from a Dictionary" action to retrieve the required index and the URL will be decoded and saved it in a new variable. For example: Action Configuration Output:https://tenantname.sharepoint.com/Lists/name/DispForm.aspx?ID=idAdditional InformationDue to the structure of a Dictionary variable some special characters need to be encoded when stored so that they do not interfere with the structure.If the dictionary variable is used as is, it will contain the encoding.  When retrieving an entry from the dictionary this encoding is removed.

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 

TopicBy default when a document is uploaded to a SharePoint Library that has a Nintex Form associated to the document content type to collect metadata, the Nintex Form will not appear.  The document properties need to be edited to display the Nintex Form but the library can be configured to display a Nintex Form after a document is uploaded.InstructionsA column on the document library needs to be configured as required.As there is a required field that needs metadata the Nintex Form will be displayed to collect the data for the document that was just uploaded.

Topic When using the Exchange Online Create Calendar Item action, the item is not being created at the desired time on the calendar. The default value is Coordinated Universal Time (UTC). Instructions Open the configuration for the Exchange Online Create Calendar Item actionLocate the 'Time zone' settingSelect the desired time zone from the dropdown menu.     Related Links https://help.nintex.com/en-US/office365/Designer/Actions/ExchangeOnlineCreateCalendarItem.htm 

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 reference SharePoint Calculated Columns in a Nintex Form. InstructionsIt is not possible to reference the SharePoint Column. As a workaround, utilize a Calculated control, and then store the value within its own column. For example, to utilize the SharePoint column, have it equal the value of the storage column. 

Topic Creating connections in Office 365 for use in Nintex Workflows Instructions Shared Connection:Open the Nintex Workflow for Office 365 app Navigate to Site Contents > Nintex Workflow for Office 365 or directly from a your list by clicking the Nintex Workflow button in the ribbon. Select 'Connections' Click 'Create New Shared Connection' The drop-down menu will present many options for connection types. Reference the 'Connection types and Connector actions' section of Connections to identify which connection type is needed.  Personal Connection:In the Nintex Workflow Designer, open the configuration for an action that utilizes a connection. In the ‘Connection’ drop-down menu, select ‘+ Create New Personal Connection’ Note: The instructions for both connection types are the same from this point forward. Enter the Connection Name and Tenant URL. Click ‘Connect’ Enter the credentials that the connection will use. The permissions requirements for each connection type are specified

TopicHow to set the default value correctly for multiple entries in People Picker control settings? Instructions1. Make sure to set Multiple selections to "Yes"2. Ensure using ';#' to separate the entries.Example:NintexDemo;#NintexViewer  Additional Information- This is only required for Nintex Forms for Office 365.-  

TOPICWhen populating a SharePoint list or library Lookup column configured to "Allow multiple values" it is not as simple as just passing semicolon delimited values using the 'Office 365 Create List Item or Document Set' action.INSTRUCTIONSThe Lookup column needs to be populated by inputting the item ID of the item on the list that is being looked up and not its value. Add the action 'Office 365 Create List Item or Document Set' onto a pearl in Nintex workflow Designer Double-click the action to configure it. Specify all mandatory fields as per the help file instruction. See Related Links below. From the 'Fields' section, choose 'Builder' and then 'Add Field'. Configure the 'Field' field with the name of the lookup column that needs populating. Choose 'Lookup' from the 'Type' drop-down menu. In the 'Value' field specify the values with the ID's from the list that is being looked up separated by semicolons. For example: 1;3;6;14ADDITIONAL INFORMATIONObtaining the Item ID's from the list

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

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 set a workflow variable as a hyperlink in the label of Nintex Task Form for Office 365? InstructionsCreate a workflow variable with the data type Text. Drag and drop an action "Set Workflow Variable" and configure the workflow variable with the HTML script value. Here is the sample on how to configure of the value, the sample is a link to the Nintex website : <a href="https://www.nintex.com/" target="_blank">The text for the label</a> . It has to be full URL including https:// or http://. Drag and drop a Task action. Open the Nintex Task Form designer.  Drag and drop a Label control and open the Label control setting.  Insert the workflow variable into Label control.