Archive: Nintex for Office 365 Knowledge Articles

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 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 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 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 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

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 

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 

QUESTIONWhat are Nintex best practices for handling Workflow Throttling?ANSWERReduce 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 workflow instance. Reduce the frequency of calls: If loops a

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 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/ 

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 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 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 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 

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.-  

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

TOPICHow to remove Nintex Workflow for Office 365 or Nintex Forms for Office 365 apps from a SharePoint Online site.INSTRUCTIONSAccess Site Contents of the site where you wish to remove the app. If in New View Mode, click the "Return to classic SharePoint" link at the bottom left of the page.  Locate the Nintex Workflow for Office 365 or Nintex Forms for Office 365 app.  Hover over the app with the cursor and select the "..." in the top right corner.  In the pop-up window, select the "...", and then click "Remove". Wait until the app is fully removed from the site.ADDITIONAL INFORMATIONRELATED LINKS

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 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 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.  

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 dynamically update a Managed Metadata field in SharePoint Online using a Nintex workflow. InstructionsNote: Create all variables for use later.Open the workflow designer. Add a Regular Expression action to extract the label of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operations: Replace Pattern: |(.*) Replacement String: Output: MMDLabel Add a Regular Expression action to extract the GUID of the MMD field. Configure the action as follows: String: {Current Item: MMD FIELD BEING COPIED_0} String Operation: Replace Pattern: ^(.*[\|]) Replacement String: Output: MMDGuid Add a Build Dictionary action to the workflow. Configure the action as follows: Key: Accept Type: Text Value: application/json;odata=verbose Output: requestHeaders ? Add a Call HTTP Web Service action to the workflow. Configure the action as follows: Address: {Workflow Context:Current site URL}/_api/contextinfo Request Type: HTTP Post

TOPICHow to Get Actionable Messages to work.INSTRUCTIONSPrerequisiteThe recipient of the task must be an Office 365 customer with permissions for the SharePoint online site. Additionally, they must use one of the following supported versions of Microsoft Outlook: Outlook Web Access Outlook for 2016: Version 17.10 (Build 8201.1000) or higher If the Office 365 customer opens the email in a program that is not a supported version of Microsoft Outlook, they will receive a standard LazyApproval email and not an Actionable Message.   Actionable Message configurationActionable Messages can be included in task emails sent by the actions Assign a task and Start a task process (LazyApproval must be enabled).Example configuration: Actionable MessagesIn this walkthrough, you’ll include an Actionable Message with the message body of your task emails. From the workflow designer, open the workflow you want. Drag and drop the Assign a task action to a drop zone in the design canvas. Double-click

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 reduce undesired white space and overlapping that occurs when using choice control to switch and display panels in a form.INSTRUCTIONSCreate SharePoint list and enable Nintex Forms.. Drag and drop a choice control (Choice) into the form, give it a name and add the choices (Option1 and Option2). For the first choice, drag and drop a panel and place in the required controls. Give the first panel a name (Panel1). For the second choice, drag and drop another panel and place in the required controls. Give the second panel a name (Panel2). Apply a formatting rule for Panel1  not(Choice!="Option1") and check the Hide box. Apply a formatting rule for Panel2  not(Choice!="Option2") and check the Hide box. Apply a formatting rule for Panel1 & 2 isNullOrEmpty(Choice) and check the Hide box.ADDITIONAL INFORMATIONRELATED LINKS