Archive: Nintex for Office 365 Knowledge Articles

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. 

TOPICHow to update a multi-value Lookup column through a Nintex for Office 365 workflow.INSTRUCTIONSThe Update Item action does not support updating multi-value lookup columns in SharePoint Online; the Office 365 Update Items action must be used instead:Use a Query List action to build a collection of the IDs that will be used to update the Lookup column This will provide a collection output similar to Use two Replace Substring In String actions to remove the '' characters Use a Replace Substring In String action to update comma character (,) to a semi-colon (;) between each of the ID values This will result in a string that looks like: 1;3;4;5;7 Use this newly built variable within the Office 365 Update Items action to post the desired values into the multi-value Lookup column ADDITIONAL INFORMATIONRELATED LINKS

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 create a SharePoint Online Group using Web Service in Nintex Workflow for Office 365.  InstructionsOpen a Nintex Workflow for Office 365 Designer. Drag and drop the Web Request action. Configure the action as belowURL : ‍{Workflow Context:Current site URL}‍/_vti_bin/UserGroup.asmx Method : SOAP 1.1. Soap action : http://schemas.microsoft.com/sharepoint/soap/directory/AddGroup Body : Content Content :<soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/">  <soap:Body>    <AddGroup xmlns="http://schemas.microsoft.com/sharepoint/soap/directory/">      <groupName>string</groupName>      <ownerIdentifier>string</ownerIdentifier>      <ownerType>string</ownerType>      <defaultUserLoginName>string</defaultUserLoginName>      <description>string</description>    </AddGroup>  </soap:B

TopicShareGate Troubleshooting steps for Office 365 Instructions1. Confirm that they have requested their API keys from the help page below.https://help.nintex.com/en-US/sdks/sdko365/#Walkthroughs/WK_Prc_0365_GetAPIKeyURL.htm%3FTocPath%3DNintex%2520Office%2520365%2520API%7CUsing%2520the%2520Office%2520365%2520API%2520for%2520Workflows%2520and%2520Forms%7C_____32.  Check if the Domain  is valid by using a nslookup in the command prompt. The URL to check is the tenant name with .nintexo365.com attached at the end.      Ex. nintexo365support01.nintexo365.com3. If it is a non existent domain, have the customer try the following below to see if one can be generated.    1. First navigate to Site Contents in site and then click on the  Nintex Workflow for Office 365.  App that will start the Workflow inventory to create a “Site” workflow.   2. Create a Site Workflow: Just Add “Log History” action.   3. Click on Workflow Settings in the ribbon:   4.  Put any Name for the WF : like “SiteWF” and

TopicHow to remove the value from a Lookup field, resetting the field so that it is empty and contains no value. InstructionsUse the Update List Item action or the Office 365 Update List Item action to update the Lookup column's value to zero (0), which will result in an empty field value. 

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") 

TopicHow to extract the seconds from a Date and Time property value. InstructionsUse the "Extract Substring from Start of String" action in the workflow to extract the value you need from the Date and Time item property and store this in a workflow variable. For more information on how to use the action, see the link below.Help Guide Link 

TopicHow to get workflow status in Nintex Workflow for Office 365? InstructionsUse 'Set Workflow Status' action to set the the workflow status. Help file: https://help.nintex.com/en-US/o365/#o365/O365WorkFlow/WorkflowActions-STD/SetWorkflowStatus.htm 

TopicWhen using a Query List action in Nintex Workflow Office 365, how to separate the results for each column and extract the result,into a single value using the Get Item Collection?  InstructionsChoose the 'Output Type' in the 'Query List' action as a 'Separate output per column'. Related LinksHelp file: Query List 

TopicCreating custom content types to be used in Nintex Workflow for Office 365 task actions.Answer1. Navigate to Site Settings.2. Create new site content type.3. Configure the content type as follows: Select parent content type from: List Content TypesParent Content Type: Workflow Task (SharePoint 2013)Put this site content type into: Existing Group > Custom Content Types 4. The new content type will now appear as a option from the task action configuration. Additional InformationNote: The new content type will not appear if:1. The content type is added under the 'Nintex Workflow for Office 365' group.2. The new content type does not have a 'Task Outcome' column.

QUESTIONIs it possible to open Nintex Forms using the SharePoint mobile app or OneDrive for Business mobile app?ANSWERNo, these will open default SharePoint forms.  The only way to open mobile Nintex Forms is either through the Nintex Mobile App, or a standard mobile browser.ADDITIONAL INFORMATIONRELATED LINKS

QUESTIONWhat web browsers are compatible with Nintex Forms?ANSWERNintex Forms for SharePoint (2010, 2013, and 2016)Design TimeTo design Nintex Forms, we recommend you are using Internet Explorer 10 or above. You can design forms in Internet Explorer 8 and above, however there may be limited functionality.RuntimeTo view and complete a Nintex Form, we support the following browsers:Nintex Forms 2013 and 2016Microsoft Edge (latest version) Google Chrome (latest version) Mozilla Firefox (latest version) Apple Safari (latest version)Nintex Forms 2010Google Chrome (latest version) Mozilla Firefox (latest version)Supported but with limitationsApple Safari (latest version)Nintex Forms for Office 365Design TimeWe recommend using Internet Explorer 10 and above. Though we also support the latest versions of FireFox and Chrome.RuntimeTo view and complete a Nintex Form, we support the following browsers:Google Chrome on Windows (Latest Version) Mozilla Firefox on Windows (Latest Version) Safari on

TopicHow to update the list column with a 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 "Collection" variable Drag and drop the "Set Workflow Variable" action. Configure this action and set it to update the 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 setting the value with the collection variable (created in step 1).  Publish the workflow.  

TopicHow to elevate the permissions for the workflow initiator who does not have sufficient permissions to write to the log history in the list?  InstructionsUse an "Action Set" action to elevate the permissions. Additional InformationHelp File Action Set 

TOPICHow to design a workflow that has a functionality to update the workflow initiator item permission when the workflow initiator does not have Full control to the List. INSTRUCTIONSCreate the following two workflows:Workflow 1Drag and drop "Office 365 update item permissions" action.  Configured the actions as per required by following the instruction from the help file of Office 365 update item permissions. Save and Publish the workflow.Workflow 2Drag and drop "Start Workflow" action.  Configure the Start Workflow  as below: Workflow name is WORKFLOW 1. Username and Password are using an account that has an Administrator (Full Control) permission.  Other fields can be configured by following the instruction from the help file of Start Workflow  Save and Publish the workflow. Run the WORKFLOW 2 using a workflow initiator that has a Limited access to the List.  ADDITIONAL INFORMATIONA user account is required to have a "Full Control" permission to the List to run the "Office 365 U

TOPICHow to remove or delete a user from the SharePoint Online Group using Web Service in Nintex Workflow for Office 365. INSTRUCTIONSOpen a Nintex Workflow for Office 365 Designer. Drag and drop the Web Request action. Configure the action as below URL : ‍{Workflow Context:Current site URL}‍/_vti_bin/UserGroup.asmx Method : SOAP 1.1. Soap action : http://schemas.microsoft.com/sharepo...eUserFromGroup <?xml version="1.0" encoding="utf-8"?> <soap:Envelope xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/">   <soap:Body>     <RemoveUserFromGroup xmlns="http://schemas.microsoft.com/sharepo...oap/directory/">       <groupName>string</groupName>       <userLoginName>string</userLoginName>     </RemoveUserFromGroup>   </soap:Body> </soap:Envelope> ADDITIONAL INFORMATIONRELATED LINKS

TopicTo use the userProfileLookup() runtime function in a Calculated value control with Nintex Forms for O365 access has to be granted to the User Profile Service first. InstructionsTo allow application access to user profilesOn the Site Contents page for your site, click the Nintex Forms for Office 365 app. On the upper right of the Nintex Forms for Office 365 page, click Nintex Forms Admin and then select Allow Application Access to User Profiles. Note: If you don't see the Nintex Forms Admin option, your user account may not be a member of the Owners group for the site. To add your account to the Owners group, go to the Site Contents page for the site, click Site Permissions, select Advanced permissions settings, find the Owners group (the group name starts with the site name), and use SharePoint options to add your account. Click Trust it Related Linkshttps://help.nintex.com/en-US/o365/#o365/O365Forms/Admin/UserProfileAdmin.htm

TopicUsing the default configuration of a Query List action to return a collection of List Item IDs the collection that is returned looks like the following: [{"Id":1,"ID":1},{"Id":2,"ID":2},{"Id":3,"ID":3},{"Id":4,"ID":4},{"Id":5,"ID":5}]This output makes it hard to use in a For Each action as additional operations are required inside the For Each loop to extract the ID.For a more usable output read on. InstructionsConfigure the Query List action by changing the "Output type" from 'Single output' to 'Separate output per column'.Additional InformationThe output collection will look like the following:[1,2,3,4,5]This formatting makes it easier for the For Each action to read the list item ID at each index to target a list item to perform an activity on.  

TopicHow to use the Component Workflow option to start your workflow from another Nintex for Office 365 workflow. InstructionsYou can start a component workflow from another workflow in your Office 365 tenancy, by using the Run Component Workflow action, once a component workflow is published and you’ve selected the relevant Start option.To Start your Component workflow from a workflow in the current Office 365 tenantDesign the parent workflow that will call your Component workflow. In the workflow designer, add the Run Component Workflow action at the point in the workflow you want to call the Component workflow. Select the Component workflow you want to run. Select to either Wait for Component workflow to complete before continuing. Run both workflows concurrently.         5. Publish the parent workflow. Related Linkshttps://help.nintex.com/en-US/o365/o365/O365WorkFlow/CreatingWorkflows/UseComponentWorkflow.htmhttps://help.nintex.com/en-US/o365/o365/O365WorkFlow/WorkflowActions-

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  

TOPICHow to use custom fonts in the CSS of Nintex Forms for Office 365.INSTRUCTIONSOpen the Nintex Forms designer from the list ribbon. Open Forms Settings and expand Custom CSS. Add your custom font like the example below: @import url('https://fonts.googleapis.com/css?family=Indie+Flower');   .custom-indie-font {  font-family: 'Indie Flower';  } Add the new CSS class (custom-indie-font) to the control on your form.ADDITIONAL INFORMATIONRELATED LINKS

TopicHow to best avoid throttle events due to looping within Nintex Workflow for Office 365. InstructionsBest practices to avoid throttlingReduce the number of operations per request:  When multiple workflows are running at the same time, if workflows are waiting for a wake-up event, make sure that this event will only affect the workflow running on the current item. Example: When using the Wait for Event in List Item action; if any item on the list is interacted with, workflows waiting on this action will wake up, resulting in a high number of calls being made to the SharePoint environment. The preferred alternative would be using an action like Wait for Field Change in Current Item. This action will only wake up the workflow instance if the item it is running on is interacted with instead of any item on the list. Breaking workflow definition into smaller parts, and calling these child workflows through the Start Workflow action. This will help reduce the number of requests per

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.