Archive: Nintex for Office 365 Knowledge Articles

TopicConfiguring a control on a Nintex Responsive form as Appearance > Visible > "No" puts a "Hidden" message across the control in the Nintex Forms designer and causes the control to not populate it's default value or calculated data. InstructionsThe correct way to achieve the functionality of hiding a control that dynamically populates is to either use a hide rule on the control. Additional InformationThis functionality secures the metadata in the control from being changed in any way.Due to this functionality if you try to hide a control that populates dynamically like a Calculated value control or a single line of text control with a reference the data will not calculate.  

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

QUESTIONHow to hide the Save or Cancel button from the ribbon for the Responsive Nintex Form for Office 365.ANSWERThe feature is not part of Nintex Form for Office 365 yet. A custom JavaScript is required to hide the ribbon button, however at the moment Responsive Form does not support a custom JavaScript.ADDITIONAL INFORMATIONRELATED LINKSAdd custom CSS and JS support to responsive forms

TopicHow to get the Display Name instead of the Login ID for the "Manager" property using "userProfileLookup" runtime in Nintex Form for Office 365  InstructionsUse the following runtime function:    userProfileLookup(replace(userProfileLookup("Employee Email", "Manager"), "i:0#.f\|membership\|", ""), "PreferredName") 

QUESTIONWhat is the process of notifying the customer of an expiring O365 license?ANSWERAs a subscription expiry approaches, a number of communications, prompts, and warnings are displayed as outlined below: 60 days prior to your subscription expiryThe primary contact is notified that the subscription is due to expire in 60 days. 30 days to your subscription expiryAll registered contacts are notified that the subscription is due to expire in 30 days. Nintex Workflow for Office 365: Visual prompts are added to the Nintex Workflow designer. Workflow history records are added stating that the subscription is due to expire. Nintex continues to notify all registered contacts of the upcoming expiry at regular intervals over the 30 day period. At subscription expiry:Once a subscription has expired, you will no longer be able to save or publish workflows through the Nintex Workflow designer or forms through the Nintex Forms designer. Any existing workflows that are published will enter a suspe

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 

TopicWhen filling out a Nintex Form that has a currency control connected to a currency list column, the form can be submitted if the end-user inputs any character.  This is problematic as SharePoint only allows integers and periods to be entered in this column type. InstructionsSet up the currency control validation with regular expressions using the following expression:^[. 0-9]+$Additional Information

TopicHow to setup Nintex Workflow error alerts on SharePoint Online. InstructionsThis is a  workaround that can assist you in setting up workflow error notifications on Nintex Workflow for Office 365 whenever a workflow gets Suspended.Full steps and video in the following Nintex Community link:https://community.nintex.com/docs/DOC-6580-parsing-nintex-forms-repeating-section-solution-o365  Related Linkshttps://community.nintex.com/docs/DOC-6580-parsing-nintex-forms-repeating-section-solution-o365  

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 skip the start page when manually starting a workflow. InstructionsOpen Nintex Workflow Designer. From the ribbon, click on Workflow Settings. Scroll down to Start Form, select Custom and then clear the URL field. Publish the workflow. 

TopicHow to authenticate the DocuSign connection from Nintex Workflow for Office 365?InstructionsWithin the DocuSign actions, there is an 'Authorizing user' field. DocuSign will send an authentication email to the user specified in the 'Authorizing user' field. Once they authenticate Nintex for Office 365, the app will stay authenticated until the workflow is updated and re-published, at which point another authentication email will be sent.Additional InformationWhat happens in the authorization process?When the action runs, an email with the below content is sent to the email address selected for the Authorizing user.From: notification@nintexlive.comSubject: Contains phrases "Nintex Live" and "Request authorization".Contents: Contains links to authorize or deny the operation.When the link to provide authorization is clicked the user is prompted to do the following: a. Log in to the external service. b. Allow Nintex Live to access the external service. c. Option to stop receiving futur

TopicHow to move Nintex Workflow and Forms for Office 365 to another Office 365 tenancy. InstructionsContact Microsoft to ensure both new and old Office 365 tenants are available for a period of time during the migration process.  Contact the Nintex licensing team to issue a new license for the new Tenant name and Tenant ID.   Use ShareGate (third party tools) to migrate the Nintex Forms and Nintex Workflows. Additional InformationAll running workflows will be suspended and will need to be restarted after the migration process.  

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 open the return type dialog box to choose email format type in Nintex Workflow for Office 365? InstructionsAdd a variable or value that need to be assigned.  Find the "x" symbol on the right side of the Fields.  Click the "x" symbol to open the return type dialog.  Choose the format for the value as desired. Related LinksSelect return type dialog box 

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 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. 

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 

TOPICAssigning a task to multiple user accounts or groups in Office 365.INSTRUCTIONSUse the Start a task process action, which allows for selecting multiple user accounts.ADDITIONAL INFORMATIONYou can configure this action to assign tasks in Parallel (all at once) or Serial (one at a time). Please note that Serial assignment may assign tasks to each assignee in a random order.  

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. 

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

TopicHow to enable “Workflow can use app permissions” in O365 Instructions1.Go to Site Settings.2.In the Site Actions section, select Manage site features.3.Locate the feature called Workflows can use app permissions and then click Activate: 

TopicHow can you cancel a workflow that is currently in progress or in an error state? InstructionsOption 1To cancel a workflow in progress, you must be the person who started the workflow or have the Manage Lists permission. If the list or library that contains the item for which you want to terminate a workflow is not already open, click its name on the Quick Launch. If the name of your list or library does not appear, click View All Site Content, and then click the name of your list or library. Point to the document or item involved in the workflow, click the arrow that appears, and then click Workflows. Under Running Workflows, click the name of the workflow you want. Under Workflow Information, click Cancel this workflow. Click Yes.  Option 2You must have the Manage Lists permission to terminate a workflow. If the list or library that contains the item for which you want to terminate a workflow is not already open, click its name on the Quick Launch. If the name of your li

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 making a change to the permissions of an item, and attempting to set the custom configured level created in SharePoint Online. Admin is unable to locate the new group under the permission drop down or in the advanced lookup feature under the "custom permissions" field.  InstructionsAfter you have created your custom permission set and name it, you have to manually type the name of the custom permission into the corresponding field in the action.  Having this field populated will override the selected permission set for this item. Additional Information  Related Linkshttps://community.nintex.com/t5/Blog/Introducing-quot-custom-permissions-quot-within-Office-365/ba-p/105677?lightbox-message-images-105677=5540iF97E14A4B5A301A8  

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.