Archive: Nintex for Office 365 Knowledge Articles

TopicWhen using the "Query List" action in Nintex Workflow for Office 365, with a Filter that is equal to a variable that has an empty string. The query will return 0 results even though there are some item(s) with an empty string value on one of the columns. InstructionsDesign the workflow as below:Use the "Conditional branch" action to check whether a variable is empty or not. If the variable is empty then use "Query List" with Filter = Is Null. If the variable is not empty then use "Query List"  with Filter = "Variable".  

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 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 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 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 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 create a SharePoint Group in Office 365 environment, and then use that group as a "Participant" in a Task action.   InstructionsGo to Site Setting > People and Group. Add New Group. After the group is created, click Add New User to add member of the Group. 

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.

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.  

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 

TopicYou may experience current workflows are being suspended and no longer running to completion. This is due to numerous deleted association workflows that are ahead of the new running instance.  InstructionsThis is a known issue with 2 possibility of the root cause:1. There are other workflow on the list (if any) to make sure that all the workflow has a Start Option from Workflow Setting (at lease one of the option checked). If all the workflows has the start option, then it related with Microsoft issue that lead us to possibility no 2. 2. Most likely the issue down to a problem with the workflow publishing location associated to the specific site library. Workflow definitions are normally stored in a hidden folder called "wfsvc". This issue creates another folder called "wfsvc1" and puts the workflow there - Microsoft should be able to move the workflows from the wfsvc1 hidden folder to the wfscv hidden folder then remove the wfsvs1 folder. In some cases republishing the workflow m

TopicUnable to delete a workflow or uninstalling Nintex apps from Sharepoint Online site  InstructionsCheck if 'Preservation Policy' is enabled on the site. If it is enabled, disable it and then delete the workflow / app.The policy can be enabled back after deleting the app or workflow.  

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 

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.  

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.  

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 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-

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.  

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

QUESTIONWhat are the minimum permissions for Nintex Workflow and Nintex Forms for Office 365?ANSWERTo install Nintex Workflow for Office 365, the user account will need to have at least Site Collection Administrator permissions.  To open the Nintex Workflow designer for Office 365, the user account will need to have at least:Full Control permissions for the list; Read permissions for the site; Read permissions for the site collection.To publish an Office 365 Nintex Workflow, the user account will need to have at least:Full Control permissions for the list; Design permissions for the site.To run an Office 365 Nintex Workflow, the user account will need to have at least:Contribute permissions for the list; Contribute permissions for the site. To install Nintex Forms for Office 365, the user account will need to have the following permissions:Site Collection Administrator.To open the Nintex Forms designer for Office 365, the user account will need to have the following permissions:Full Co

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 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 

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. 

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

TopicHow to do hide the dialog text and disable window pop-up when I create new list items with Nintex Forms for Office 365? InstructionsTo hide the dialog text and window pop-up, you can take the following steps: - visit the list - list settings on ribbon - advance settings - scroll down to 'Dialogs': 'Launch forms in a dialog?' change to No