Archive: Nintex for Office 365 Knowledge Articles

TopicHow to apply a validation rule for the item properties in a Nintex Task Form for Office 365. InstructionsClick "Edit Task Form" from a Task action. Drag and drop a new control from the "Form control" on the left side of a Nintex Task Form Designer. Modify the control setting by connecting the control to the List item as desired. For more information, see Connecting controls to fields. Add a rule or validation for the new control added in step 2.  Repeat steps 2 through 4 as necessary. Additional InformationBy default, a Nintex Task Form has generated the list item properties as a View purpose only. The rules and validation will not applicable to this default list item properties. 

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

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 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 

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

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 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 a document or page when clicking a button in Nintex Form for Office 365 without closing the Form.   InstructionsDrag and drop Button control. Select the drop-down of "Button action" as "Javascript". Expand the "Advanced" section and configure it with this formula window.open("Document URL"); return false; Related LinksHelp file: Button control 

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.

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/ 

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 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 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 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 add tags to templates InstructionsTo tag a Microsoft Word or Microsoft PowerPoint template Open the Nintex Document Tagger: In the Document Generation action, select the template you want and then click Tag document. In the template, place your cursor where you want the tag to appear. Do one of the following to add the tag to the template To insert a tag: In the Nintex Document Tagger, select the tag you want. The tag is inserted where the cursor was positioned in the document. To copy a tag: In the Nintex Document Tagger, to the right of the tag, click the icon  and then click Copy.The tag is copied to your clipboard and appears where you paste it   To tag a Microsoft Excel template Open the Nintex Document Tagger: In the Document Generation action, select the template you want and then click Tag document. In the template, select the cell or range of cells that you want to tag. In the Nintex Document Tagger, select the tag you want. The tag is copied to your cli

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 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 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 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

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   

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

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

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 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.-